SAP for Industries

Version 97

Material number: 50117413

SAP AG

IHE102

Preface-1

Trademarks:
Microsoft , Windows , NT , PowerPoint , WinWord , Excel , Project , SQL-Server ,
Multimedia Viewer , Video for Windows , Internet Explorer , NetShow , and HTML Help
are registered trademarks of Microsoft Corporation.
Lotus ScreenCam is a registered trademark of Lotus Development Corporation.
Vivo and VivoActive are registered trademarks of RealNetworks, Inc.
ARIS Toolset is a registered Trademark of IDS Prof. Scheer GmbH, Saarbrcken
Adobe and Acrobat are registered trademarks of Adobe Systems Inc.
TouchSend Index is a registered trademark of TouchSend Corporation.
Visio is a registered trademark of Visio Corporation.
IBM , OS/2 , DB2/6000 and AIX are a registered trademark of IBM Corporation.
Indeo is a registered trademark of Intel Corporation.
Netscape Navigator , and Netscape Communicator are registered trademarks of Netscape
Communications, Inc.
OSF/Motif is a registered trademark of Open Software Foundation.
ORACLE is a registered trademark of ORACLE Corporation, California, USA.
INFORMIX -OnLine for SAP is a registered trademark of Informix Software Incorporated.
UNIX and X/Open are registered trademarks of SCO Santa Cruz Operation.
ADABAS is a registered trademark of Software AG
The following are trademarks or registered trademarks of SAP AG; ABAP/4, InterSAP, RIVA,
R/2, R/3, R/3 Retail, SAP (Word), SAPaccess, SAPfile, SAPfind, SAPmail, SAPoffice, SAPscript,
SAPtime, SAPtronic, SAP-EDI, SAP EarlyWatch, SAP ArchiveLink, SAP Business Workflow,
and ALE/WEB. The SAP logo and all other SAP products, services, logos, or brand names
included herein are also trademarks or registered trademarks of SAP AG.
Other products, services, logos, or brand names included herein are trademarks or registered
trademarks of their respective owners.

SAP AG

IHE102

Preface-2

 SAP AG

IHE102

1-1

 SAP AG

IHE102

1-2

 SAP AG

IHE102

1-3

 SAP AG

IHE102

1-4

 SAP AG

IHE102

1-5

 SAP AG

IHE102

1-6

 Student Lifecycle Management is developed within the Personnel Development environment which
belongs to SAP HR. It therefore uses an object-oriented approach based on the following elements:
Object types
Infotypes (which describe the object types)
Relationships between the object types
For general information on the technical HR framework please refer to the respective course offering
(e.g. HR technical aspects).

SAP AG

IHE102

1-7

 The following object types are used in Student Lifecycle Management, some of them originating
from other applications:
Organizational unit (O, origin: HR core functions Organizational Management)
Academic calendar (CA)
Program of study (SC)
Module groups (CG)
Modules (SM)
Event packages (SE)
Event types (D, origin: HCM Training & Event Management (TEM))
Events (E, origin: HCM Training & Event Management (TEM))
Internal qualification (CQ, not the same as the qualification in HCM!)
Student (ST)
Business partner (BP, origin: Financial Contract Accounting (FI-CA))
External organization (EO)
External subject (SU)
External qualification (EQ)
Rule container (RC)

SAP AG

IHE102

1-8

 The organizational structure of an institution is reflected by its organizational units which can be
arranged in a hierarchy. Degree programs (Programs of study) are offered by departments, faculties,
colleges, etc.
Each program of study can be attached to at least one organizational unit. This organizational unit is
responsible for the program.
You can define more than one organizational unit as responsible unit for a program.
Every program has its own academic regulations.
Student Lifecycle Management delivers a report to extract the academic structure and Module and
event offerings in XML files in order to display them on the web. Generated XML files can be
downloaded to any file system if the report is executed in dialog mode (GUI download). If the report
is executed in batch mode, the files must be created on the application server first and must then be
copied to another file system. SAP menu Path: Student Lifecycle Management Menu -> Academic
Structure -> PIQ_XML00 - Generate XML Files.

SAP AG

IHE102

1-9

 SAP AG

IHE102

1-10

 SAP AG

IHE102

1-11

 Before you can create academic structures, you must set up an organizational structure. You set up
this organizational structure in the HR system. To create the required objects, select from the SAP
menu:
Student LifecyclH0DQDJHPHQW(QYLURQPHQW2UJDQL]DWLRQDO0DQDJHPHQW
2UJDQL]DWLRQDO3ODQ2UJDQL]DWLRQDQG6WDIILQJ&UHDWH
Transaction PPOCE
Then:
Define the top organizational unit. You must define a top organizational unit in each client.
Define the institution's complete organizational structure (schools, departments, etc.) by setting
up a hierarchical structure consisting of organizational units (O) and linking them to the top
organizational unit (relationship 003 "belongs to between O and O).
Note: Organizational units do not have to be connected to the Top Org Unit.

SAP AG

IHE102

1-12

Programs of study are set up and administered in the program catalog from the SAP menu:
6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH&XUULFXOXP6WXG\3ODQQLQJ3URJUDP
Catalog,
or transaction PIQ_ACSTRUC
The program catalog has two different views:
Tree structure of the program of study: This gives you an overview of all objects included in the
program of study and shows their relation to each other. When you select a program of study or
an organizational unit via the object manager, the system displays the selected objects top down.
Graphical overview: Here you see the program as a program plan. If the program is subdivided
into stages, only this view will show you which module or module group is offered for which
stage. To start the graphical overview, you have to select a program of study within the tree
structure and then choose `overview.
Start with organizational units and use the program catalog to:
Define programs of study as object types SC and link them to an organizational unit.
Link qualifications (CQ), such as the final degree, to the program of study.
Define rules like prerequisites by linking the modules or qualifications which serve as
prerequisites for the program of study or object within the program.
Example: You have pre-requisite requirements for a module where the student must have
completed 3 out of a list of 5 possible modules. You can use the Extended Booking Check to
assign pre-requisites and co-requisites directly to a module (see topic Extended Booking Check
in Chapter Course Registration).
For more complex rules, you have to set up rules defined in a rule container (VSR) and link the
rule container to an object within the academic structure.
Attach module groups and modules to the program of study and structure them according to
stages if it is a program with stages.
SAP AG

IHE102

1-13

After setting up the organizational structure, use the Program Catalog to:
Define the module groups within the program of study (to combine related modules or offer
specializations such as major) as part of the program content (relationship 500 "consists of).
Link modules to the associated module groups within the program of study as part of the program
content (relationship 500 "consists of).
Link modules directly to the program of study as part of the program content (relationship 500
"consists of).
Define the internal qualifications (= degrees) awarded upon completion of the program of study
(relationship 528 "imparts).
Define the internal qualifications which are prerequisite for the program of study (for example, the
undergraduate degree required for a postgraduate program) (relationship 529 "is prerequisite of).
Link a rule container to the program of study (relationship 509 "is used by).
You can use the Program Catalog and Module Catalog to:
Create the objects which are directly related to the organizational structure and interlink them by
means of the relationships
offers (501) program of study (SC)
offers (501) module group (CG)
offers (501) modules (SM)

SAP AG

IHE102

1-14

 A program of study (SC) is an approved combination of academic activities that satisfies the
requirements of the Universitys degree programs (Bachelor of Arts, Bachelor of Science, etc.),
certificate programs, and non-degree offerings.
The Student Lifecycle Management system contains data catalogs for programs of study, modules,
business events, and business event types. In these data catalogs, you can create and maintain the
associated data objects.
When you create a program of study, you take elements from the different catalogs and include them
in the new program:
Each element is reusable and can be included in different programs.
The reusability of elements enables you to maintain programs with a minimum amount of effort
because data only has to be changed once it is in the relevant catalog.
To create a program of study or change its attributes, go to:
SAP menu 6WXGHQW/LIHF\FOH0DQDJHPHQW $FDGHPLF6WUXFWXUH&XUULFXOXP 6WXG\
Planning 3URJUDPRI6WXG\
SAP menu 6WXGHQW/LIHF\FOH0DQDJHPHQW $FDGHPLF6WUXFWXUH&XUULFXOXP 6WXG\
Planning 3URJUDP&DWDORJ
Transaction PIQSC or PIQ_ACSTRUC

SAP AG

IHE102

1-15

 You create the program attributes which are offered as input help when you create a program of
study in Customizing for Student Lifecycle Management under: Student Lifecycle Management
Master Data $FDGHPLF6WUXFWXUH 3URJUDPVRI6WXG\
The progress classification is used to subdivide your program types according to the promotion
process for each program.
You define the program type (undergraduate, postgraduate, law, etc). The program type
definition is directly related with the progression process (see chapter Progression.)
You can define the type of session or session variant into which your academic year is divided
(semesters, trimesters, year, etc.). The session variant defines at which intervals within the
academic year students have to register and re-register (see chapter Program Registration).
Program duration / max. program duration: You can specify the (maximum) number of years
students can study a program. You can check program duration by means of a rule.
If the admission restricted flag is set, the system will not allow you to register a student for a
program if you have not completed the admission process.
The fulltime/part-time flag determines whether the program is offered for full-time and/or parttime study. You can choose between full-time, part-time, and both.

SAP AG

IHE102

1-16

 The capacity determines the minimum, optimum, and maximum number of places in a program. It
can be stored in the system, but it is currently not used in any process.
The fee calculation data enables you to set different prices for different program categories, for
example, for graduate and undergraduate programs.
The discipline defines the field of study of a program. You can assign your programs of study,
module groups, modules and external subjects to one or more disciplines. One discipline can be
defined as the primary discipline and used for reporting purposes. The discipline table supports the
use of CIP (Classification of Institutional Programs) taxonomy (US-specific).
A CIP Code Data Load program is available in the IMG for Student Lifecycle Management
Master Data in Student Lifecycle MDQDJHPHQW$FDGHPLF6WUXFWXUH0RGXOHV Upload
CIP Codes from File
You can define the minimum and maximum number of program credits students must complete
before they are allowed to graduate. The required number can be checked against the total earned
credits for a program based on a set of rules. You can also define the minimum and maximum
number of credits students must complete in one stage if your progression rules require this.
Evaluation: You can attach an appraisal template to the program of study. Usually during the grading
process, the appraisal template is used to enter grades for a students module booking within a
module. Together with the appraisal template, you can specify the scale in which grades should be
entered (see chapter Grading).
If more than one organizational unit offers a program (relationship 501 offers), you can define a
weighting factor which determines the contribution of each organizational unit towards the program
(in %).

SAP AG

IHE102

1-17

 A qualification represents the successful outcome of a students academic career. An internal

qualification (CQ) represents the degrees, diplomas and certificates awarded at the educational
institution. These are associated with the programs that students are pursuing (via relationship
imparts) and are awarded during graduation processing (see Confer Degree in chapter
Graduation).
7RFUHDWHDQLQWHUQDOTXDOLILFDWLRQRUFKDQJHLWVDWWULEXWHVJRWRWKH6$3PHQX6WXGHQW/LIHF\FOH
0DQDJHPHQW$FDGHPLF6WUXFWXUH &XUULFXOXP6WXG\3ODQQLQJ,QWHUQDO4XDOLILFDWLRQ

SAP AG

IHE102

1-18

 You can define internal qualification attributes which are offered as input help when you create an
LQWHUQDOTXDOLILFDWLRQLQ&XVWRPL]LQJ6WXGHQW/LIHF\FOH0DQDJHPHQW0DVWHU'DWD4XDOLILFDWions.
You can set up qualification groups by combining different sets of internal and external
qualifications, e.g., you can combine the internal qualifications Bachelor of Science and Master
of Business Administration in the qualification group Academic Degrees. Diplomas and
certificates can also be part of qualification groups.
Related process: You can use a qualification group to define rules, e.g., by specifying program
requirements using a qualification group - Applicants must have high school diploma.
The qualification discipline describes the field of study in which the internal or external qualification
was acquired.
Note: The qualification discipline table refers to the same table as the disciplines for other
academic objects.
The degree type defines the type of diploma awarded by the institution or external institutions. The
degree type links a degree with a degree level. Possible degree types are Bachelor, Master, PhD,
Associate, high school diploma, etc.
The degree level indicates the standing of a degree offered by the institution and external institutions
(high school, college, university). Possible degree levels are UG, G, high school, etc. A degree level
must be assigned to each degree type.
Related process: You can use the degree level and degree type to define rules. For example, you can
specify program requirements using the degree level and degree type Applicants must have a high
school diploma.
You can select a predefined scale to rate the qualification.

SAP AG

IHE102

1-19

 Module groups (CG) are used to structure the module (= course) requirements for a program of study
into one or more reusable components. Module groups can be built with a hierarchy:
For example, major component, college core component, general studies component, where
students have to take all modules belonging to that module group.
Logical groupings or bundling of different modules like all language modules etc. where
students can select from the modules within that module group (take 2 out of module group X).

SAP AG

IHE102

1-20

 To create a module group or change its attributes, go to:

6$30HQX6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH&XUULFXOXP6WXG\
3ODQQLQJ0RGXOH*URXS
6$30HQX6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH&XUULFXOXP6WXG\
3ODQQLQJ3URJUDP&DWDORJ
Important attributes of module groups (object type CG):
Attributes must be maintained in the module group infotypes.
Some attributes impact other student administration processes.
All attributes must be set up in Customizing before you can create a module group.

SAP AG

IHE102

1-21

 The module group category enables you to categorize your module groups. You can specify whether
students can select the module groups of a particular module group category as an academic
specialization which represents mandatory components of a students degree requirements. Students
can only register for module group categories defined as specializations (major, minor,
concentration/emphasis, etc.).
Categories, which only serve to combine module groups or modules, are not considered academic
specializations and cannot be booked. The module group variant can contain an OR statement (for
example, students must select 2 majors OR 1 major + 1 minor) and an undefined number of
module groups for registration.
Related process: You define module group variants by combining module groups identified by
their category. This is an attribute of the program of study which controls the assignment of
academic specializations.
'LVFLSOLQH see Program of Study

SAP AG

IHE102

1-22

 The module group variant enables you to define the academic specializations available to students
(in the registration dialog or student file) based on the program they are currently pursuing. Before
you can offer specializations, you must perform the following preparatory steps:
1. Set up module group variant/category combinations.
For example, the University offers programs in which students can choose either one major
(module group category Major) and one minor (module group category Minor), or one
major and two minors. You have to define a module group variant for each of these options.
2. Define the relevant module group categories as a specialization (by setting the flag in the
customizing table).
3. Assign a module group variant to the program of study (Program data tab page of the object
SC).
4. Link module groups to the program of study which reflects the required module group
categories.
When you have performed the above steps, you can maintain the allowed combinations of module
groups in the SLCM Menu -!C(QYLURQPHQWC0DLQWDLQDFDGVSHFLDOL]DWLRQVLQWKHCSURJUDP
catalog`.
This function allows you to define the rules for valid and invalid specialization combinations for
each of your programs of study. For example, you may have a B.A. program that requires
students to select a major and a minor: With this function, you can explicitly define the
major/minor combinations that are not permitted (e.g. Math Major and Math Minor).
Note: You do not have to explicitly define all allowed combinations.

SAP AG

IHE102

1-23

 Modules are academic courses (classes, tutorials, lectures, examinations, etc.) which define the
content of a program of study. They can be either mandatory or optional.
Modules (SM) are courses a student can
Book (register for)
Prebook (preregister for)
Get grades for
Get credits for
Students can receive grades and credits only for modules.
Attributes of modules (object type SM)
Attributes must be maintained in the module infotypes
Some attributes impact other student administration processes
All attributes must be set up in Customizing before you can create a module
To create a module or change its attributes, go to:
6$30HQX6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH&XUULFXOXP6WXG\
3ODQQLQJ0RGXOH
6$30HQX6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH&XUULFXOXP6WXG\
3ODQQLQJ0RGXOH&DWDORJ
Transaction PIQSM or PIQ_ACCTLG
You can define the module attributes which are offered as input help when you create a module in
Customizing for Student Lifecycle Management under:
6WXGHQW/LIHF\FOH0DQDJHPHQW0DVWHU'DWD$FDGHPLF6WUXFWXUH0RGXOHV

SAP AG

IHE102

1-24

 The academic level refers to the learning contents level; e.g. 1st year, 2nd year, graduate, preuniversity, 100 level, 200 level, etc. You can use this information for rules definition.
The category is also used for business event types and can refer to lecture, workshop, etc.
Repetition type: If you want to control the booking procedure for the repetition of a module, you
must define VSR rules for the module booking process using this attribute.
Program type assignment: You can assign the module to a program type, e.g. Level 100 course =
Undergraduate, Level 500 = Postgraduate. You can assign a module to different program types
concurrently.
Pattern for sessions of offering: Specifies the academic sessions and the interval at which a module is
offered. You need to set up patterns and maintain them (= combine pattern with academic sessions)
Teaching emphasis: Specifies the main method used to teach specific skills.
You can define the minimum, optimum, maximum number of credits for the module. When a
student books the module, the attempted credits are derived from the module credit value. You can
assign students any number of module credits within the credit range.
Fee calculation data enables you to set different prices for different module categories, for example,
full-time course, part-time course.
The Show in catalog flag can be evaluated when displaying the University's academic catalog (not
in the ERP system).
Attendance calculation rules must be maintained at the module (or organization unit) level.
The Special Assessment Method for modules is used for module booking. It defines if students are
awarded credits for the module or if the method differs from the normal procedure.

SAP AG

IHE102

1-25

 You can maintain modules and objects below the program level using the module catalog which is
accessed via:
SWXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH&XUULFXOXP6WXG\3ODQQLQJ
Module Catalog from the SAP menu, or transaction PIQ_ACCTLG.
Start with organizational units and use the module catalog to:
Define the modules as object types SM which are offered by a particular organizational unit (for
example, all courses offered by the Department of Biology) and link them directly to the
organizational unit (relationship 501 "offers).
Create business event types connected to modules, which describe the offerings per module.
Start the event planning process and administer the academic offerings per session, that is, define
which module is offered in which session. The planning process also includes the creation of
academic units w/o dates and individual work.
Combine different events to an event package or create an event package for a module without
planning the events.
Two different catalogs enable you to distinguish between authorizations, access academic data and
define the different persons and departments who are responsible for catalog maintenance. You can
keep the maintenance authorizations for different structures separately by using the two different
catalogs:
1) Program catalog for defining program content
2) Module catalog for defining module content
Pre-Requisite Checks can be maintained directly in the Module Catalog (see chapter Course
Registration.

SAP AG

IHE102

1-26

 Modules contain the business event types which serve as templates for event planning. You must
create the required business event types in the module catalog before you begin event planning.
A business event type can be used in different modules. A module can be used in different
programs of study. Note that one event type should not be shared across multiple modules, unless
students are actually attending shared events!
Each business event type attached to a module reflects a compulsory academic event which
students who book the module must attend. A student must attend one event for each business
event type in a module in order to complete the module.
Business event packages represent a combination of academic events. A business event package
can be part of a module as well as of business event types. The event package can either be a
reusable, long-lived object or a short-lived object which is used only for one event planning
session. The business event itself is created a new in each event planning period.
When you plan events for a certain time period, you use the data stored in the business event
types as a template.

SAP AG

IHE102

1-27

 You can use the module catalog to create the required objects and relationships. In the module
catalog you can:
Define the business event types that a module consists of. A business event type is the general
description or blueprint on which the actual teaching event is based (business event types for
lectures, tutorials, etc.) (relationship 507 "consists of)
Define the internal qualifications which are imparted by a module (relationship 528 "imparts).
(These qualifications are usually not at the degree level. The final degree is imparted by the
program of study).
Define the internal qualifications which are prerequisite for a module (relationship 529 "is
prerequisite of).
Define the modules which are prerequisite for a module (relationship 529 "is prerequisite of).
Define the modules which complement each other (modules which must be booked together)
(relationship 533 "is corequisite of).
Define module crosslistings (relationship 511 "refers to).
Link a rule container to a module (relationship 509 "is used by).
Purpose: Map different types of assessment examinations within module program completion
(graduation) and stage completion assessment.
Assessments can be linked to programs, stages and modules.

SAP AG

IHE102

1-28

 A program of study consists of structural elements:

Specializations, such as majors, minors, etc., which are called module groups (CG)
Courses which are called modules (SM)
Academic events, such as classes, tutorials, labs, etc., which are business events (E)
Module groups are used to map business, logical and organizational relationships within a
program of study. They enable you to combine related modules and build a hierarchy of
module groups. In addition, module groups allow you to map program specializations such
as majors, minors, and the like in the system.
Business events and business event types refer to teaching events, such as classes, tutorials,
and lectures. They are part of a module and are attended by the students who booked the
module.
Business event packages represent a combination of academic events. When a student books
an event package, she/he books all the events within the package in one step.

SAP AG

IHE102

1-29

 Example of an academic structure of a University which can be created in Student Lifecycle

Management. When setting up the academic structure, you design the appropriate structure by
putting the relevant objects (such as organizational units, module groups, module,) in relationship
with one another:
Customizing Examples:
Example 1: you link objects to a Program of Study (SC) in the Program Catalog. The following
relationships are available in standard:
Relationship 548 (comprises assessment) Object CE (Assessment)
Relationship 500 (consists of) Object CG (Module Group)
Relationship 528 (imparts) Object CQ (Internal Qualification)
Relationship 529 (needs prerequisite) Object CQ (Internal Qualification)
Relationship 500 (consists of) SM (Study Module)
Example 2: You maintain program data for a program of study. The program plans (e.g. 4 stages)
which you have defined in Customizing will be available in the drop down list on the program
data tab of the program of study. Customizing path:
,0*6WXGHQW/LIHF\FOH0DQDJHPHQW0DVWHU'DWDLQ6WXGHQW/LIHF\FOH0DQDJHPHQW
$FDGHPLF6WUXFWXUH Program of Study: Set Up Program Plans
Example 3: You maintain attributes of a Module Group in the Program Catalog. The drop down
list in the Module Group Data tab displays only those module group categories (e.g. Major,
Minor) which you have maintained in the Customizing for module groups.
IMG 6WXGHQW/LIHF\FOH0DQDJHPHQW0DVWHU'DWDLQ6WXGHQW/LIHF\FOH0DQDJHPHQW
$FDGHPLF6WUXFWXUH Module Groups Set Up Module Group Categories
SAP AG

IHE102

1-30

 In the program and module catalog the system creates objects with the start date equal to the key
date.
To create an object with the start date 01.01.1950, the key date has to be set to 01.01.1950.
To select and maintain objects, the correct key date has to be set in order for the system to derive this
date:
The key date has to be in the life span of the object. Otherwise it is not visible that the object
exists.

SAP AG

IHE102

1-31

 When you create a module group in a program of study with stages, you must specify the first
relevant stage:
This is the first stage in which students can take the module group.
Modules within this module group may not be taken by students in lower stages (e.g. the module
group "Major in Finance contains only modules from stage 3 and higher).
The modules within a module group and module groups can be assigned to one or more stages.
Students in these stages can book the modules and/or module groups.
This slide illustrates the concept of programs of study with stages: The modules within a module
group and module groups can be assigned to one or more stages. Students in these stages can book
the modules and module groups. Stage audit and progression rules determine when students are
allowed to continue with stage 2 (See Chapters Progression and Degree Audit).
You can define the number of stages a module group covers within a staged program. If you attach
module groups to staged programs, you can define the first relevant stage. Together with the stage
information stored in the module group, the system can determine for which stages the module group
is relevant.
Note: The specialization registration screen does not filter offered module groups based on the stage
the student is registered in. But when you book a specialization, you can use a BADI to check
whether the student is allowed to register for the module group in the current stage or not:
IMG for Student Lifecycle Management -> Processes in Student Lifecycle Management->
Academic Specialization Booking->BAdI: Derive Stage-Dependent Module Group Variant

SAP AG

IHE102

1-32

 SAP AG

IHE102

1-33

 SAP AG

IHE102

1-34

 SAP AG

IHE102

1-35

 SAP AG

IHE102

1-36

Exercise
Unit: 1. Academic Structure & Curriculum
Management
At the conclusion of this exercise, you will be able to:

Navigate through the Academic Structure

Create a Program of Study
Create a Module Group
Create a Module
Maintain Sessions for created Modules

In the office of the provost a staff member is responsible for editing

programs of study, specializations and course offerings. The office has
received the request for adjusting the structure of a program of study and
after reviewing the request now has to do the adjustments in the system.
The responsible staff member is now accessing the specific academic
structure in the system and enhancing it where required.
1.1 Navigate the Academic Structure
Use the following menu path to answer questions below:
SAP Menu
Access Object
a)

Student Lifecycle Management Academic Structure Study Planning

Program Catalog
O (Organizational Unit) / Faculty GXX

Which Program of Study is offered by the Faculty for Exercises GXX?

______________________________________________________________________

b)

Can the Program of Study Bachelor of Arts in History be studied in full time or part
time mode? What is the Program Type of this Program of Study? Is it admission
restricted?
______________________________________________________________________
______________________________________________________________________

c)

Which qualification does the Program of Study Bachelor of Arts in History impart?
______________________________________________________________________

d)

What is the key date for displaying the Academic Structure?

______________________________________________________________________

SAP AG

IHE102

1-37

1.2 Review your Program of Study

Within the program of study with the degree Bachelor of Arts in History the specialization
Major has to be adjusted. Part of the review is to make sure the correct module group variant is
maintained.
Check your Program of Study BA HIST GXX offered by the Faculty of Exercises GXX using
the following path:
SAP Menu

Student Lifecycle Management Academic Structure Study

Planning Program Catalog

Access Object
Key Date

O (Organizational Unit) / Faculty GXX)

01.01.1950 (Save as Default Setting)

Select the program of study BA HIST GXX, use a right mouse click and choose
the option Display

Make sure the module group variant 1 MAJOR + 1 MINOR is maintained

Explain the consequences of the variant for the enrolment to the program of
study
_____________________________________________________________


1.3 Review your Module Groups and create Modules

1.3. a. Review your Module Groups
The program of study BA HIST GXX with the degree Bachelor of Arts has two
specializations; one major and one minor. Review both specializations in the system.

Select your module group which is ment to be the specialization MAJOR, use a
right mouse click and choose the option Display.

Make sure module group category MAJOR is maintained.

Repeat the above step for your module group which is ment to be specialization
MINOR.
1.3 b Create Module(s)
Within the specialization major of your program of study with the degree Bachelor of Arts in
History several course modules are offered to be booked and completed by a student. The
existing course offering should be enhanced.
Create one or several modules and assign them to your Module Group MAJ_HIS_GXX.

Select your Module Group, use a right mouse click and choose the option
Create One Level Lower.

Select the relationship Consists of Module in the pop-up window and click on
the [Copy] Icon. Enter the following Module attributes.

SAP AG

IHE102

1-38

1.3 b. Create a Module (contd.)

Tab
Capacity
Disciplines
Relationships
Module
Attributes /
Module Data
Module
Attributes /
Program Type
Assignment
Module Credits
Fee Calculation
Data
Fee Calculation
Data
Relationship
Further
Information/
Evaluation

Field
Abbreviation
Name
Minimum/Optimum/Maximum
Discipline
Organizational Unit

Value
SCI 101 GXX
Science 101Group XX
5 / 25 / 25
Science (use Search Help)
Faculty GXX

Category

Lecture

Program Type

Undergraduate

Minimum/Optimum/Maximum
Module Fee Category

3/3/3
Full Credit Value

Special Fee Category

Course Hand Outs

Organizational Unit

Faculty GXX

Appraisal

Simple Appraisal

Click on [Save] to transfer the Evaluation attribute.

Click on [Save] to complete the Module creation. Skip the screen Change Relationships
by pressing the <Enter> Key.
Repeat the above steps to create additional Modules using the naming convention: SCI 102
GXX / Science 102 Group XX
Note: The Copy function may be used to create additional Modules.
1.4

Maintain Sessions for your Modules



Select your Modules related to your program of study, use a right mouse click and
choose the option Edit Sessions of Offering. The pop-up window Maintain
Sessions of Offering is presented.

Field
Offered

Value
Create offerings for the current and next Academic Session by clicking
on the relevant boxes

Click on the [Save] Icon to complete.

Repeat for all Modules you have created.

SAP AG

IHE102

1-39

1.5

Optional Exercises

1. Which objects are SLCM specific? Which objects are used by other applications?

2. To which object types can the program of study (SC) be related to? Which relationships do
exist between SC and these objects?

3. In what form are attributes of the program of study stored? Give examples of three possible
attributes.

4. What is the business purpose of module groups and modules?

5. To which object types can Module Groups (CG) be related to?

6. Which relationships exist between CGs and these objects?

7. Give an example of a Module, Business Event Type and Business Event. What is the
business logic behind Business Event Types?
SAP Menu
Access
Object
Module

Student Lifecycle Management Academic Structure Study

Planning Module Catalog.
O (Organizational Unit) / Faculty XX
HIST 101 G01 (Ancient Greece GXX)

To display the Event, select the Module and click on the pushbutton [Edit Event Offering].
Select the current Year/Session and click on the pushbutton [Find].

8. Which different types of Programs of Study can be set up in the academic structure?

9. State whether the following statements are true or false:

a. A Business Event Type can be used only by one Module/by several Modules
b. A Module can be used only by one Program of Study/by several Programs of Study
c. Modules within a Module Group and Module Groups can be assigned to one Program
Stage / several Program Stages

SAP AG

IHE102

1-40

1.6.

Optional Exercises

Complete the data model for HR object types within the Academic Structure. Fill in
appropriate relationships, relationship numbers and add the relevant object types. (Hint: Use
Transaction SE16 and table T778V or Transaction PP01 to look up existing relationships).

Academic Calendar (

University
(
)

Department
(
)

Study
Object (

Degree (

Program of Study (

Module Groups (

Modules (

SAP AG

Events (

IHE102

Event Packages (

Rules (

Rules (

Business
Event Type
( )

1-41

 SAP AG

IHE102

1-42

Solution
Unit:

1. Academic Structure & Curriculum

Management

Solution to Exercise 1.1: Navigate the Academic Structure

SAP Menu>Student Lifecycle Management>Academic Structure>Study

Planning>Program Catalog

Access Object: Organizational Unit / Faculty GXX.

a. The Program of Study is: Bachelor of Arts in History GXX.

b. Select the Program of Study and click on the [Display] Icon. Select the tab [Program Data].

The Program can be studied in Full Time or Part Time.

The Program Type is: Undergraduate

Admission is not restricted.

c. Click on the folder <Imparts>. The qualification is: Bachelor of Arts in History.
d. Click on the Icon [Change Key Date]. The Key Date is: 01.01.1950.

Solution to Exercise 1.2: Review your Program of Study

SAP Menu>Student Lifecycle Management>Academic Structure>Study

Planning>Program Catalog

Set Key Date to: 01.01.1950. Select the checkbox: Select the flag Save as Default Setting

Access Object: Organizational Unit / Faculty GXX

Select the program of study BA HIST GXX, use a right mouse click and choose the option
Display.

(Alternatively use the corresponding Icon on the Menu Bar)

Make sure the module group variant 1 MAJOR + 1 MINOR is maintained

Explain the consequences of the variant for the enrolment to the program of study

During enrolment to your program of study system will provide one major and one minor
specialization to be choosen

Click on [Back] to leave the object.

SAP AG

IHE102

1-43

Solution to Exercise 1.3a: Review your Module Groups

Select your module group MAJ_HIS_GXX, use a right mouse click and choose Display.

Click on the tab: [Module Group Data]. Check the field Module Grp Cat. Make sure
module group category MAJO Major (Undergraduate) is maintained

Click on [Back] to complete review of the Module Group.

Repeat steps for module group MIN_ARC_GXX. Check that module group category
MINO-Minor is maintained.

Solution to Exercise 1.3b: Create a Module

Select your Module Group MAJ_HIS_GXX., use a right mouse click and choose Create
One Level Lower and select the relationship Consists of Module.

Abbreviation: SCI 101 GXX. Name: Science 101 Group XX

Click on the tab [Capacity]: Enter: Minimum=5 / Optimum=25 / Maximum=25

Click on the tab [Disciplines]: Select: 30.01.01 Science

Click on the tab [Module Attributes].On the tab [Module Data] select the Category:
Lecture

Click on the tab [Module Attributes].On the tab [Program Type Assignment] select the
Program Type Undergraduate.

Click on the tab [Module Credits]. Enter: Minimum=3 / Optimum=3 / Maximum=3

Click on the tab [Fee Calculation Data]. Module Fee Category=Full Credit Value, Special
Fee Category=Course Hand Outs.

Click on the tab [Relationships]. Enter Faculty GXX in the field: Organizational Unit

Click on the tab [Further Information] and select the [Create] Icon alongside Evaluation.
Click on the field Appr. Template and select Class and Exam Combined. Click on
[Save].to complete the Evaluation.

Select [Save] to complete. Skip the screen Change Relationships by pressing the <Enter>
Key.

Solution to Exercise 1.4: Maintain Sessions for created Module(s)

Select one Module below your module group MAJ_HIS_GXX.

Use a right mouse click and select Edit Sessions of Offering. The pop-up window
Maintain Sessions of Offering will be presented.

Click on the boxes alongside the current and next Academic Sessions and click on [Save].

Repeat this step for the other modules assigned to your module group MAJ_HIS_GXX and
MIN_ARC_GXX

SAP AG

IHE102

1-44

Solution to 1.5: Optional Exercises

1. Which objects are SLCM specific? Which objects are used by other applications too?
Student Lifecycle Management

Academic calendar (CA)

Program of Study (SC)

Module groups (CG)

Modules (SM)

Assessment (CE)

Event packages (SE)

Events (E, origin: HR strategy Training & Event Management (TEM))

Internal qualification (CQ, not the same as the qualification in HR!)

Student (ST)

External organization (EO)

External subject (SM)

External qualification (EQ)

Rule container (RC)

Other Applications:

Organizational unit (O, HR core functions Organizational Management)

Event types (D, Training & Event Management (TEM))

Business partner (BP, Financial Contract Accounting (FI-CA))

Solution to 1.5.Optional Exercises

2. To which object types can the Program of Study (SC) be related to? Which relationships
exist between the SC and these objects?

Objects Types:: CG, CQ, SM, CE

Relationships: SC imparts CQ/SC consists of CG/SC consists of SM/SC is assess. coverage

for CE

SAP AG

IHE102

1-45

3. In what form are attributes of the Program of Study stored? Give examples of three
possible Attributes?

Attributes are maintained in the Program of Study Infotypes

Examples are: Program Plan, Session Variant, Program Type

4. What is the business purpose of Module groups and Modules?

Module Groups (CG) are used to structure the Module (=course) requirements for a
Program of Study into one or more reusable components.

5. To which object types can Module Groups (CG) be related to?

SM, CG, CE

6. Which relationships exist between CGs and these objects?

Module groups can consist of SMs or CGs and are assessment coverage for CEs.

7. Give an example of a Module, Business Event Type and Business Event. What is the
business logic behind Business Event Types?

SAPMenu>Student Lifecycle Management>Academic Structure>Study Planning>Module

Catalog. Access Object: Organizational Unit /Faculty G##

Expand the folder to the left of the Organization Unit to display the Modules

Module: HIST 101 GXX Ancient Greece GXX

Expand the folder to the left of the Module to display the Business Event Type

Business Event Type: HIST101 GXX Lecture for Group XX

Select the Module and click on the Icon: Event Offering.

Select the current Academic Year and Session and click on [Find]

Highlight the Module offering, click on the Display Icon and select Display Academic
Event

Event: HIST101 GXX Lecture for GroupXX

Business Event Types serve as templates for creating Event offerings. They contain the
Resource Types, and other attributes (e.g. delivery mode), required for scheduling the
Business Events.

SAP AG

IHE102

1-46

8. Which different types of Programs of Study can be set up in the academic structure?

Staged Programs of Study

Stageless Programs of Study

9. State whether the following statements are true or false:

a. A Business Event type can be used only by one Module/several Modules.

Wrong. A Business Event Type can be used by different Modules

b. A Module can be used only by one Program of Study/by several Programs of Study.

Wrong. A Module can be used by different Programs of Study.

c. Modules within a Module Group and Module Groups can be assigned to one Program
Stage only.

Wrong. Modules within a Module Group and Module Groups can be assigned to one or
more stages.

SAP AG

IHE102

1-47

1.6 Optional Exercises

Description

Object

Relationship

Related Object

University

A510 Uses

Academic Calendar (CA)

University

B002 Is line supervisor

of

Department (O)

Department

B509 Uses

Rule Container (RC)

Program of
Study

SC

A528 Imparts

Degree (CQ)

Program of
Study

SC

A500 Consists of

Module Groups (CG)

Program of
Study

SC

A500 Consists of

Modules (SM)

Study Object

CS

B514 Is specialization of

Program of Study (SC)

Module Groups

CG

B509 Uses

Rule Container (RC)

Modules

SM

B514 is template for

Event Package (SE)

Modules

SM

A507 consist of

Business Event Type (D)

Event Packages

SE

A512 consist of

Events (E)

Event Packages

SE

A507 consist of

Business Event Type (D)

Events

A020 is specialization of

Business Event Type (D)

Student

ST

A502 belongs to

University (O)

Student

ST

A513 pursues

Study Object (CS)

Student

ST

A517 has study

Study Object (CS)

Student

ST

A506 completes

Module (SM)

Student

ST

B025 takes part

Event (E)

Student

ST

A515 is advised by

Employee (P)

1.6 Optional Exercises

Description

Object

Relationship

Related Object

Student

ST

A502 belongs to

Location (F)

Study Object

CS

A514 is specialization of

Program (SC)

SAP AG

IHE102

1-48

 SAP AG

IHE102

2-1

 SAP AG

IHE102

2-2

 SAP AG

IHE102

2-3

 SAP AG

IHE102

2-4

 Student Lifecycle Management uses academic calendars to:

Define the start and end dates of each academic year and session (for example, Fall Semester
2009 starts on 08/16/2009 and ends on 12/31/2009).
Define the start and end dates of periods in which academic events (lectures, classes, exams, etc.)
are offered. These predefined periods are used in event planning as default values for the event
planning period.
Specify time limits for academic and administrative processes like start dates and deadlines.
Specify time limits for fee calculation purposes, for example, add/drop periods for module
booking which influence the fees and the refund a student gets when canceling the module
booking.
Note: The definition of start and end dates for academic years and sessions is mandatory for all
processes. All other time limits are optional. If no specific time limit is maintained, the processes
always refer to the academic year and session.

SAP AG

IHE102

2-5

 Module Booking deadlines refer to concrete time periods (so called booking windows) in which
specific student groups are allowed to book modules.
Remote Function Calls (RFCs) are available to allow other systems/applications to read the
academic calendar:
HRIQ_READ_TIMELIMITS_CA: provides dates for academic periods without regard to a
specific context (i.e. if for module booking other periods are relevant than for registration).
HRIQ_ACAD_DEFAULT_CA_GET: Reads Top Calendar
HRIQ_ACAD_READ_TIMELIMITS: Reads data from source/top calendar
If HRIQ_ACAD_READ_TIMELIMITS is called without start object, it will go to the top org
unit automatically.
RFC HRIQ_CAL_INSERT_TIMELIMITS_RFC maintains/writes time limits of an existing
calendar. Together with its objects it can be used as template for writing reports that are used for
generating time limits. It is not possible to change or delete time limits with this function
module, only new lines are inserted in infotype 1750.

SAP AG

IHE102

2-6

 A university sets various deadlines for academic and administrative processes, such as:
Admission deadlines
Registration deadlines
Re-registration deadlines
De-registration deadline
Module and event booking deadlines
Fee calculation (e.g. different module booking periods)
If you want the system to automatically check the deadlines in your student administration processes,
you have to create a rule (in a rule container) to check the time limit which depicts the deadline.
Prior to this, you have to define the time limit (= customer-defined time limit).
Exception: For time limit 0300 (module booking), the check is already implemented in the module
booking application.

SAP AG

IHE102

2-7

 The Academic Calendar (CA) is part of the HR-PD framework. It contains infotypes in which you
can:
Enter a description
Add a factory calendar
Maintain dates
An academic calendar can be assigned to other objects in Student Lifecycle Management. For
example, you can assign an academic calendar to an organizational unit. The programs and modules
assigned to this organizational unit use the attached academic calendar. The relationship used to
assign an academic calendar directly to other objects of the academic structure is always 510.

SAP AG

IHE102

2-8

 Before you can create an academic calendar, you must make the following settings in Customizing
for Student Lifecycle Management:
Perform all IMG activities in the section: Master Data in Student Lifecycle Management o
Academic Calendar o Academic Years and Sessions.
Academic years often reflect calendar years (2008, 2009 or 08/09, etc.).
Academic sessions subdivide an academic year into intervals that represent the periods of
instruction at a college or university, for example, Fall, Spring, Winter, Summer, 1st
Trimester, 2nd Trimester).
Each session is unique within an academic year.
Students can be required to register for each academic year, or for each session within an
academic year.
Define the top organizational unit in the IMG section: Management Master Data in Student
Lifecycle Management o Academic Structure o Organizational Structure o Define Top
Organizational Unit.
Define the time limits and time limit sequences that apply for each academic calendar in Master
Data in Student Lifecycle Management o Academic Calendars (see following pages).
You must have also created a program catalog and mapped the organizational units and programs
in this program catalog.

SAP AG

IHE102

2-9

 The session hierarchy is used to map academic sessions which are used in different contexts, e.g. a
student is allowed to book a module for a lower-level session (1st Summer Session) if (s)he has a
sessional registration for the higher-level academic session (Full Summer Session). This is referred
to as "bottom-up" session mapping, where lower level sessions are assigned to higher level sessions
to create a hierarchy.
In other cases, a resolution of a higher-level session is required in the lower-level sessions assigned
to it. For example, if you want to list the modules booked in an academic session (Full Summer
Session), the modules booked in lower-level sessions (1st Summer Session and 2nd Summer
Session) are included as well.
Optionally, you can assign a sort sequence number to each academic session which you can use for
easy sorting in smart forms. The sort sequence is currently not evaluated in the standard system.
Note: Sequence numbers are not required for Academic Years since the key is numeric and can be
used for sorting directly.

SAP AG

IHE102

2-10

 Session types are used to:

Describe the different kinds of academic sessions (semester, trimester, etc.)
Each academic session can belong to one session type only.

SAP AG

IHE102

2-11

 Session Groups can be

used in Session Variants to define the academic periods for which you can create sessional
registration records for a given Program of Study (=> IMG activity -> Processes in Student
Lifecycle Management -> Admission, Registration, and De-registration -> Basic Settings ->
Define Session Variants)
assigned to program types to define the academic sessions for which you can run program type
progression for a given program type (=> IMG activity -> Processes in Student Lifecycle
Management -> Program Type Progression-> Assign session Groups to Program Types for
program type progression).
used to define in which sessions modules can be booked, if different from the registration session
(=> IMG activity -> Processes in Student Lifecycle Management -> Module Booking -> Define
session group for Module Booking. Modules can be scheduled for existing academic sessions.
created to contain all the sessions for which assessments can be scheduled
(=> IMG activity -> Processes in Student Lifecycle Management -> Academic Records ->
Assessments -> Scheduled Assessments -> Set Session Group).
Notes:
Each academic session can be assigned to several different session groups.
The sessions of different session types can be assigned to the same session group.
A session group can consist of higher-level sessions and lower-level sessions (see hierarchy of
sessions).
Business Example: You need to map a program of study with the academic calendar so that a student
can get admission in a particular session in a particular program of study. Approach: You define a
'Session Group' in the IMG for Registration Periods and assign the session variant to the relevant
Program of study.

SAP AG

IHE102

2-12

 The academic year is the annual period of instruction at an institution. Academic sessions are used to
define the different recognized study periods of the institution.
The academic year and session control various Student Lifecycle Management processes such as
admission, registration, and class scheduling. The primary unit, which is either the academic year or
academic session, specifies the unit of time on which Student Lifecycle Management administrative
processes are based. It controls the registration process, which means:
If you define the session as the primary unit, the student has to re-register each session.
If you define the academic year as the primary unit, the student can re-register for each session or
each year.
You can set up different session variants in one client and use them concurrently in different
programs. You must define one session variant per program.

SAP AG

IHE102

2-13

 The start and end times of a time limit refer to an academic year and session. It represents a specific
interval of time including date and time, which can be customized.
Time limits can be used for different purposes such as administrative deadlines or the definition of a
start and end dates for an academic year and session.
Example: Academic year 2008/2009 with the academic sessions fall semester and spring
semester:
Time limit sequences are time limits that form a sequence to be evaluated together without
overlapping.
Note: Time limit sequences are mainly used in fee calculation.
You can create priority registration windows to allow module booking for defined student groups
within different time periods. After defining a priority registration window in the academic calendar,
you have to assign it to the student in master data to allow a check during Module booking.
Example: You want students in higher stages or progress classifications (sophomores) to book a
Module before students from lower stages or progress classifications (freshmen) are allowed to
book the module.
You define time limits in IMG at: Student Lifecycle Management -> Master Data in Student
Lifecycle Management -> Academic Calendars -> Define time limits. Time limits which you add
here are included into the drop down list that is available when setting up Academic Calendar data in
the SAP menu.

SAP AG

IHE102

2-14

Student Lifecycle Management contains the following standard time limits:

Time limit 0100 (mandatory):
You have to create this time limit for all processes to define the start and end dates of academic
years and sessions. All other time limits are optional. If no specific time limit is defined,
processes always refer to the standard duration of the academic year and session.
The system determines the time limit through the evaluation path of the academic calendar
(inheritance is possible). You have to define at least one time limit 0100 for each academic year
and session in an academic calendar and attach this academic calendar to the top organizational
unit and other objects in the academic structure.
Class period (0200):
You use this standard time limit to define the class periods during which the University offers
teaching events. The class period of an academic session can differ from the standard duration of
this academic session. For example, the class period can begin after and end before the academic
session itself. If you do not define any class periods, the system assumes that teaching events can
be scheduled throughout the entire academic session.
Module booking with priorities (0300):
Some university procedures require different booking periods (= same time limit) for different
groups of students. Example: With priority registration windows, students are assigned to several
groups and each group is allowed to book during a different time window within the same time
limit. In this way, the system ensures that the modules offered in a specific academic session
(defined by the standard duration of the academic session) are booked within the time period
specified in the module booking with priorities time limit. You can also combine the dates and
periods of this time limit with time windows for different student groups. In standard you can use
priority registration windows only for time limit 0300.
SAP AG

IHE102

2-15

 You can specify whether the start and end dates of a time limit may overlap other time limits of the
same type within the same academic year, or whether a time limit must be continuous within one
session. Example of a non-continuous time limit (time limit with interruption within one session):
Class period for the Fall session takes place from 08/15/2008 to 08/30/2008 and then again from
09/14/2008 to 09/30/2008.
The settings you make in Customizing define time limits as continuous or with no overlap:
Continuous time limit
You may create only one set of start and end dates for this time limit in each academic year and
session. Only the dates of continuous time limits may be used as a reference for relative dates.
Example: Time limit 0100 is a continuous time limit. The start and end dates of the session must
be defined without interruption within a session.
The system allows interruptions between the 0100 time limits for different sessions. Example:
The summer session starts on 01.03.2005 and goes until 30.10.2005. The winter session starts on
01.12.2005. Note: This configuration is not recommended because errors may occur when the
system attempts to find the appropriate time periods.
No overlap
Time limits of the same type may not overlap in all academic sessions specified in one academic
calendar. Example: The two registration periods for the first semester and the second semester
may not overlap in one academic calendar.

SAP AG

IHE102

2-16

 Options for setting continuous time limit:

If you set the ContTL indicator, you may create only one set of start and end dates for this time
limit in each academic year and session. Only the dates of continuous time limits may be used as
a reference for relative dates in the Time Limits/Sequences infotype (1750).
If you do not set the ContTL indicator, you can create more than one set of start and end dates for
this time limit in each academic year and session. In this case, you may not use the dates of this
time limit as a reference for relative dates.
As mentioned before, SAP delivers three standard time limits (0100, 0200, 0300). The ConTL
indicator is set by default for time limit 0100.
Set the No overlapping indicator if the start and end dates of the time limit must not overlap other
time limits of the same type across all academic sessions or years specified in one academic
calendar.

SAP AG

IHE102

2-17

 You maintain time limits and define their start and end dates in the academic calendar maintenance
transaction (PIQCAM). You can either define absolute time limits or relative time limits. Every time
limit or sequence you create is based on the selected academic year.
To define time limits for a full academic year:
Enter time limit 0100 in the academic calendar of the top organizational unit for the academic
session that the system should use for full academic years
In IMG, define the academic session from which the system should derive the start and end dates
when you use full academic years. The system uses this setting if your university allows module
bookings and fee calculations only for full academic years and not for individual academic
sessions:
IMG for Student Lifecycle Management > Student Lifecycle Management Master Data
Academic Calendars Academic Years and Sessions Define default session for full academic
year). Note: The academic session you define in this IMG activity is not used in registration
activities.
If you do not specify an academic session in this IMG activity, the system derives the start and
end dates of full academic years (for module bookings) from the start date of the first session of
an academic year and the end date of the last session of an academic year.
The system also uses the default session for full academic years in Student Accounting. If you use
only full academic years in Student Accounting, you must assign the relevant academic session and
year combinations to the fee calculation periods.
The fee calculation application uses this academic session to derive the time limits for registered
students, for example, when it determines the due date.
When you run grant evaluation for full academic years, the system uses this academic session to
determine the dates.

SAP AG

IHE102

2-18

 You can also enter relative dates for time limits. With relative time limits, you refer to the start and
end dates of another time limit (with absolute dates) or of the start date for a business event or
business event package.
Note: Reference to an event or event package is mainly used for fee calculation, e.g. time limits for
module booking refund - 50% refund if event is canceled 5-10 days before start of event.
When you define a relative time limit, you:
specify the number of
Days
Weeks
% of duration (including part day if % result has decimals)
% of duration (excluding part day if % result has decimals)
choose a reference for the start date of a relative time limit:
Start date or end date
Time limit or event or event package
Define specific time limit or event or event package
choose a reference for the end date of a relative time limit:
Same as for start date

SAP AG

IHE102

2-19

 When you enter absolute time limits in an academic calendar, you have to specify the start and end
dates for each time limit. The start and end dates must be defined as absolute dates:
Start date (yyyy/mm/dd)
End date (yyyy/mm/dd)
Start time (hh.mm.ss)
End time (hh.mm.ss)
Note:
The time in relative time limits must be an absolute value.
Time limits 0100 must be absolute.
Example implementation of relative time limits:
Time Limit: Add/drop for a given year/session
Start time: 08:00:00
Number (start): -4
Unit (start): weeks
Reference point for period (start): Start date
End time: 17:00:00
Number (end): 5
Unit (end): days
Reference point for period (end): Start date
Reference time limit: 0100: Standard duration of the same year/session

SAP AG

IHE102

2-20

 A time limit sequence is a time period which is subdivided into separate but continuous time limits.
Time limit sequences are automatically evaluated in Student Accounting. You can use them for fee
calculation. When the system calculates fees, it reads the time limit sequences to determine the time
limit within which a specific date falls.
Time limit sequences group several different time limits into one logical group. The time limits
within a sequence are evaluated in the order specified. No interruptions are allowed between the time
limits of one sequence.
You can set up time limit sequences according to your individual requirements. A time limit can be
assigned to one time limit sequence only once. Examples for time limit sequences and time limits
within fee calculation are:
Time limit sequence: Add/drop modules (during this period, module bookings are allowed)
Time limits within this sequence:
Add/drop: 100% refund if a module is dropped
Add/drop: 80% refund if a module is dropped
Add/drop: 50% refund if a module is dropped
Add/drop: 20% refund if a module is dropped
Add/drop: no refund if a module is dropped
The system calculates the refund amount according to the time limit during which the student
cancels the module booking.

SAP AG

IHE102

2-21

 Dates of different priority registration windows may overlap. If you use a window in other time
limits than 0300, the priority registration window must be evaluated via VSR or customer
enhancement during module booking.
The priority registration window in which modules can be booked is assigned to the student in his or
her master data (infotype 1705, Individual Study data tab). These priority registration windows
need to be maintained in the time limits of the academic calendar.
You can activate and deactivate the check for priority registration windows in Customizing for
6WXGHQW/LIHF\FOH0DQDJHPHQWXQGHU6WXGHQW/LIHF\FOH0DQDJHPHQW3URFHVVHV0RGXOH%RRNLQJ
&RQILJXUH&KHFNIRU2EVHUYDQFHRI%RRNLQJ3HULRGV<RXFDQDFWLYDWHWKLVFKHFNIRUWKH
following callup points:
Callup point 0001 (module booking (general))
Callup point 0003 (module booking (single))
The priority registration windows are assigned to time limit 0300 (module booking). The system
automatically checks the priority registration window only for time limit 0300 when students
book modules.
Priority registration windows can overlap or have interruptions within an academic session in
one calendar. A time limit 0300 with a blank window is considered as applicable for all students
You can define as many priority registration windows for a time limit as required.
If you use priority registration windows, you must define time limits for the whole booking period,
otherwise periods in which no priority registration windows are defined are not open for booking.
Note: Booking windows for registration can be assigned via the report Mass Assignment of
Booking Windows: SAP Menu -> Student Lifecycle Management -> Student Administration ->
Mass Processing Functions -> PIQBKGWINDOW - Assign Booking Window to Student.
SAP AG

IHE102

2-22

 SAP AG

IHE102

2-23

 You should never change evaluation paths created by SAP! You create (customer-specific)
evaluation paths in the Customizing for Student Lifecycle Management -!0DVWHU'DWD$FDGHPLF
&DOHQGDUV0DLQWDLQ(YDOXDWLRQ3DWKVIRU$FDGHPLF&DOHQGDU
When you create evaluation paths, do not set any skip flags, and enter * as the priority. Evaluation
paths should have a bottom-up structure, for example, module -> program -> organizational unit.
Skip: In this field, you specify that a certain relationship in an evaluation path is to be used to
proceed to other objects without evaluating the intermediate objects themselves.
Avoid creating evaluation paths where a given object has relationships to objects of different types
(except the CA object type) as the system only takes into account the objects of the first object type.
If the system finds several objects with the same object type at one level, it uses the object with the
priority 1 in the evaluation path. If none of the objects have the priority 1, the system uses the
first object it finds.
After creating the evaluation paths, you have to assign the evaluation paths to call up points. You can
use different evaluation paths to determine academic calendar objects at each of the given call up
points. Note: The standard evaluation path is used if no call up point is assigned.
SAP currently provides three different call up points for evaluations paths (defined in table
T7PIQCHECKTP in transaction se16):
0001 - Module booking (general)
0003 - Module booking (single)
0201 - Calendar determination in event planning

SAP AG

IHE102

2-24

 Academic calendars are evaluated for a given start object (SE, SM, CW, CE, SC, F or O) along the
defined evaluation paths depending on the process.
If the system does not find the time limit required by the process, it derives the next available
academic calendar (CA) along the evaluation path.
The dates (time limits) specified in the academic calendar are inherited by the lower-level objects.
When you create a new academic calendar for a lower-level object, you override the time limits for
the same academic year and session of the higher-level object.
The evaluation path which you can define in Customizing is used to derive the relevant academic
calendar for a certain process and object. The evaluation path can also include object types to which
you cannot directly assign an academic calendar object (e.g. module groups).
In the IMG activity Customizing for Student Lifecycle Management -!0DVWHU'DWD$FDGHPLF
&DOHQGDUV'HILQH*HQHUDO(YDOXDWion of Academic Calendars you can make a setting that ONLY
the top-org calendar is used. Please view the documentation at this IMG activity for more details.
Usually the evaluation path itself should be set to PIQCASTD. Depending on the object in the
context of the activity and/ or call-up point it will then derive the time limits in the calendars in an
hierarchical order starting from the program of study, module, event package, CE, ...).
Business example: for a student registration to a program, the calendar evaluation will start with
the program of study and then evaluate the organizational hierarchy below the program.

SAP AG

IHE102

2-25

 The SAP standard factory calendar (from HR) can be used for academic calendars.
The factory calendar is used to define public or university-specific holidays which in turn can be
recognized by event planning.
Factory calendars can, e.g., be used for lengthier interruptions within a given time limit.
Example: The teaching time time limit for the 2008/2009 fall session goes from 08/16/2009 to
12/31/2009. Christmas holidays from 12/23/2009 to 01/07/2010 are maintained in the factory
calendar.
The system uses the first factory calendar it finds in the evaluation path to determine the days off. It
does not take into account the factory calendars assigned to higher-level objects of the academic
structure. If the system does not find a factory calendar in the specified evaluation path and no
factory calendar is assigned to the top organizational unit, it uses the default calendar for the client
(administered by Training and Event Management - TEM).

SAP AG

IHE102

2-26

 SAP SLCM includes BC sets which support the implementation of an Academic Calendar. Please
refer to the cookbook stored in the BPX for details: https://www.sdn.sap.com/irj/bpx/highered ->
Student Lifecycle Management Best Practices, Implementation Guidelines, and Tutorials -> Base
IMG Configuration Cookbook.
To create an academic calendar, you first have to make the required customizing settings and assign
the academic calendars to allowed objects:
Define standard evaluation path: You must define the standard evaluation path for the academic
calendar. You can use different evaluation paths to determine academic calendar objects. The
system uses the standard evaluation path delivered by SAP if no other evaluation path is assigned
to the predefined callup points.
Maintain evaluation paths: You assign evaluation paths to callup points. You can use different
evaluation paths to determine academic calendar objects at each of the given callup points. You
can only assign evaluation paths to the callup points which are designated as relevant for the
academic calendar in table T7PIQCHECKTP in transaction se16.
2. Create the academic calendar. Relevant BC Set which includes settings for steps 1-6:
ISHERCM_IAP_ACAD_CALENDAR (see link for cookbook given above).
Define academic years. IMG Path: Academic Years and Sessions -> Define Academic Years.
Define session types: IMG Path: Academic Years and Sessions -> Define Session Types.
Define academic sessions. IMG Path: Academic Years and Sessions -> Define Academic
Sessions
Set up session groups. IMG Path: Academic Years and Sessions -> Set Up Session Groups.
Assign Academic Sessions to Academic Years. IMG Path: Academic Years and Sessions - ->
Assign Academic Sessions to Academic Years.
Define time limits and time limit sequences in the academic calendar: Maintain concrete start and
end dates, start and end times per time limit and optionally per window. IMG Path: Define Time
Limits.

SAP AG

IHE102

2-27

 SAP AG

IHE102

2-28

Optional Exercise
Unit:

2. Academic Calendar

At the conclusion of this exercise, you will be able to:

Create an Academic Calendar

Create the Calendar Relationship

A member of the Academic Staff is responsible for setting up and

administering academic years and sessions as well as maintaining dates
and time limits to support activities at the University.

2.1.1

Create an Academic Calendar

The academic staff mem ber is maintaining dates and time limits for the next academic session.
Note: You need to create your own calendar to not correlate with the calendar of the
other course members.
Use the following menu path to answer questions below:
SAP Menu

Student Lifecycle Management Academic Structure Study Planning

Academic Calendar

x Select [Create] and enter the following:

Abbreviation:
Name
Start Date

CAL_GROUPXX
Academic Calendar GroupXX
01.01.1950

Select the current Academic Year and Session, click on the Icon [Insert Time Limit].
x Select the Time Limit 0100, double-click on the line and enter the same start and end dates
maintained in the system calendar HIGHCAL.
x Save the Time Limit and repeat the above steps to create another Time Limit for the next
Academic Session.
x Click on [Save] to complete.

SAP AG

IHE102

2-29

 SAP AG

IHE102

2-30

Solution
Unit:

2. Academic Calendar

Solution to Exercise 2.1: Create an Academic Calendar

SAP Menu>Student Lifecycle Management Academic Structure Study Planning
Academic Calendar

Calendar Abbreviation: CAL_GROUPXX / Name: Academic Calendar GroupXX

Start Date: 01.01.1950 / End Date: Accept defaulted date

Click on [Save]

Academic Year: Select the current Year from the drop-down list

Academic Session: Select the current Session from the drop-down list.

Click on the Icon [Insert Time Limit]

Select Time Limit 0100 and press the <Enter> Key then double-click on the same line.

Enter the same Start and End Dates for the current session maintained in the Calendar
HIGHCAL.
(Note: Open another session to display the calendar HIGHCAL in order to view the
Session dates).

Select [Save] to complete the first Time Limit.

Repeat the above steps to create the second Time Limit for the next Academic Session.

SAP AG

IHE102

2-31

 SAP AG

IHE102

2-32

 SAP AG

IHE102

3-1

 SAP AG

IHE102

3-2

 SAP AG

IHE102

3-3

 SAP AG

IHE102

3-4

 SAP AG

IHE102

3-5

 Student Lifecycle Management Event Planning functions are tailored to the needs of universities.
The planning tool focuses on the academic structure of Student Lifecycle Management and provides
a specific user interface for the planning procedure.
The Training and Event Management component provides the basic functionality to plan Events.
Furthermore, universities often need to reserve rooms for purposes other than teaching Events. The
room reservation component enables you to reserve rooms without having to plan Events.
Note: Room Reservation can be used in Event Planning only if integration is activated between room
reservation and Training and Event Management.
Several switches influence Event Planning. All switches can be set in Customizing using the
PHQXSDWK6/&00DVWHU'DWDLQ6/&0$FDGHPLF6WUXFWXUH,QWHJUDWLRQRI7UDLQLQJ
DQG(YHQW0DQDJHPHQW7UDLQLQJDQG(YHQW0DQDJHPHQW
The possibility to maintain the teachers workload helps to better plan and allocate staff
resources.

SAP AG

IHE102

3-6

 The Student Lifecycle Management Event Planning process uses some of the master data of Training
and Event Management (TEM), e.g. Event Types, Events, Resource Types and Resources such as
rooms, external instructors, materials, etc. It shares some master data with Room Reservation
Management
The Event Type (D) and Event (E) objects are used both in Student Lifecycle Management Event
Planning and in Training and Event Management.
The Resource Type (R), Resource (G), and Location (F) objects are used in three applications: Room
Reservation Management, Training and Event Management, and Student Lifecycle Management
Event Planning.
Although it is possible to plan Events in TEM and in Student Lifecycle Management, you should
never plan Student Lifecycle Management Events using the TEM functionality! Use the Event
Planning function in Student Lifecycle Management to plan and schedule your Events. Events you
create in TEM are automatically valid for the whole client (TEM and Student Lifecycle Management
Event objects are the same), but Events created in TEM are not visible in the Student Lifecycle
Management Academic Structure.
Student Lifecycle Management offers two planning views:
The first planning view focuses on permanent objects within the Event Planning process.
Relevant for this view is the academic structure with Study Modules (SM). The next level is the
Business Event Type which keeps all relevant data for the scheduling. In addition, Event
Packages can be created as permanent objects. This planning view focuses on a long-term data.
The second planning view focuses on the scheduling which takes place in every Academic
Session. It works with the creation of Events or Time-independent Events.
The Student Lifecycle Management system supports your scheduling work with features like
copy roll forward functions, templates or offering patterns, which are blueprints for the planning
process.
SAP AG

IHE102

3-7

 1) Business Event Types serve as blueprints for:

Events
Time-independent Events
Different Business Event Types must be created to map different Event aspects, such as:
Resources
Time Schedule
Delivery Mode
Example:
An Event is an academic offering (e.g. lecture) with set start/end dates and can be held on a
single date
or a set of fixed dates. A Business Event Type serves as blueprint for the following Event:
Lecture A
is held on Monday 8-10 a.m. and Wednesdays 1-3 p.m. at different locations in the fall semester,
and
uses different resources (on Monday: Room WD100 and instructor Miller, on Wednesday: Room
MA100 and instructor Brown).
2) The Time-Independent Event does not have schedules or resources, however, an instructor can be
assigned. It can be used in two ways:
a) To create a self-study course (e.g. distance learning course).
b) To create a temporary course where the schedule is undetermined. Once the schedule is
confirmed the dates may be added. The object changes from EL to an E and the relevant
resources can be assigned.
Note 1: To create a time independent Event for self-study purposes, the relevant delivery mode (e.g.
distance learning) must be specified on the Business Event type. Once this delivery mode has been
assigned it is not possible to change the time-independent Event to a normal Event. Therefore:
Ensure that a time-independent delivery mode is not assigned to these temporary EL Objects.
SAP AG

IHE102

3-8

 Event Packages bundle Events together and can be part of a module or a Business Event Type. The
Event Package can either be a reusable, long-lived object or a short-lived object which is used only
for one Event Planning session. The Event itself is created anew in each Event Planning period
In the example above, the Business Event Types (1) and (2) are blueprints for compulsory Events
which students must attend when the Module is booked. A student must therefore attend one Event
assigned to each Business Event Type in order to complete the Module.
Example: a student must attend the Lectures in Exp. Physics and Exercise in Exp. Physics in
order to fulfill the requirements of the Module. The Lecture and Exercise are represented by two
different Event objects.
Event Packages are generally assigned to Modules and inherit the Sessions of Offerings specified at
the Module level.
Through Event Packages you can do the following:
Book several academic offerings at once instead of having to book each separately.
Organize academic offerings (e.g. tutorials, lectures, exams, etc.) for different learning objectives
or for different instructors.
Set tuition fees for the offerings listed under Modules. They therefore make it possible to define
different fees for different Event Packages.
Define booking rules in Rule Containers per package.
Define the Campus at which an Event Package is held.
Maintain an Academic Calendar for the Event Package.
Maintain capacities per Event Package.
Maintain a pattern per Event Package.
SAP AG

IHE102

3-9

 Capacity: Important for booking procedures. Messages are sent if capacity limits are exceeded.
Session Pattern: The session pattern is a blueprint used to create the academic sessions in which
modules and business Event types are offered (for example, summer session pattern for all modules
offered in the summer semester). A pattern can be assigned to one or more academic sessions and
have a specific validity start date for the Module or Business Event type.
Session of offering: The session of offering needs to be maintained before Events can be scheduled
or Modules can be booked. It refers to the academic sessions maintained in the Academic Calendar.
Schedule Category: When scheduling an Event, you can predefine the type of schedule: Choose
between regular irregular without schedule. The system offers you various ways to enter data.
Category (D): controls how the content of Modules, Business Event Types, and Individual Work is
offered.
Category (SM): Category of a Event, such as lecture, tutorial, lab, seminar, etc.
Teaching Method: The teaching method describes the learning architecture of Business Event Types
(classroom instruction, distance study, project work, etc.).
Delivery Mode: The delivery mode describes how the content of an academic offering is organized
and whether you need to create an Event or a time-independent Event in the system.
Teaching Workload: You can specify contact hours and allocate teaching effort to various instructor
activities, for example, class preparation, research project, lecture teaching.
,0*SDWKIRUFXVWRPL]LQJVHWWLQJVRIWKHDERYHGDWD6/&00DVWHU'DWDLQ6/&0$FDGHPLF
6WUXFWXUH0RGXOHV%XVLQHVV(YHQW7\SHV,QGLYLGXDO:RUN7HDFKLQJ:RUNORDG

SAP AG

IHE102

3-10

 Optimum and maximum capacity is taken into account primarily during the booking process. If the
optimum or maximum capacity is exceeded for Events, Event Packages or Modules, the system will
generate an information, warning or error message to the user. The minimum capacity of all objects
has a minor impact and it is not evaluated by the system.
Modules: The capacity values at the SM are used in cases where booking limits are required on the
SM level. The waitlist functionality evaluates the SM capacity (see chapter Module Booking).
Event Packages: The capacity values at the SE are evaluated during SE booking.
Event Types: The capacity maintained at the Event Type is defaulted to the relevant Events (E).
Events: Optimum and Maximum capacities are used for Event booking. The capacity is determined
using the minimum value of the Event and the room.
Via the Booking Priority (value kept on the booking relationship) you can allow or prevent
bookings above the optimum capacity.
Rooms: Capacity may affect the number of potential bookings for the Event assigned to that room.
Note: In the advanced resource allocation, the system also uses the optimum capacity to find the
best room for a Event. The system proposes the available rooms first which have a similar
optimum room capacity as the optimum Event capacity.
Default Names of Events or Event Packages: IMG for SLCM Master Data in Student Lifecycle
0DQDJHPHQW$FDGHPLF6WUXFWXUH Event PlanQLQJ Business Add-,QV%$G,V BAdI:
Default Names of Events or Event Packages.
User-Defined Validation: IMG for SLCM Master Data in Student Lifecycle MDQDJHPHQW
Academic 6WUXFWXUH(YHQW3ODQQLQJ%XVLQHVV$GG-Ins (BAdIs) BAdI: User-Defined
Validations for Event Planning.
ModulH&DSDFLW\&KHFN,0*IRU6/&0 Processes in Student LifecycOH0DQDJHPHQW0RGXOH
%RRNLQJ Exclude Capacity Check at Module Level
SAP AG

IHE102

3-11

 The academic offerings of a university consist of Events and time-independent Events. You create
and schedule Events and time-independent Events when you set up Event offerings. Students can be
booked for both offerings once they are available in the system.
When you create an offering (E or EL), the system proposes only those Business Event Types that
have the appropriate delivery modes. Apart from the Business Event Type data, which the system
uses as a blueprint when you create an offering, you must enter additional data such as location,
schedule, required resources, etc. if you are creating an Event.
You maintain the delivery modes in Customizing for Student Lifecycle Management using the path:
6/&0 Master Data in SLCM $FDGHPLF6WUXFWXUH Business (YHQW7\SHV Create
Delivery Modes.

SAP AG

IHE102

3-12

 SAP AG

IHE102

3-13

 SAP AG

IHE102

3-14

 The system offers different procedures for Event Planning.

Business Event Types are required to plan Event offerings.
The Module (SM) is always used as the basis for Event Planning.
There are different ways of creating academic offerings:
You can create an Event Package only (Note: Business Event Types are not required for this
option).
You can create Event Packages with Events or time-independent Events. This procedure is
preferable to the others because the system automatically creates a relationship between the SE
and E Objects.
You can create Events only directly from Business Event Types, with or without resource
allocation. If you do not select a schedule, the system automatically creates a time-independent
Event representing an Event w/o a schedule. When you enter a schedule at a later time, the
system changes the time-independent Event to a scheduled Event.
You can create Events without a schedule.
You can create time-independent Events.

SAP AG

IHE102

3-15

 SLCM supports the planning of Events with different schedule types in order to allow easy
maintenance. The difference between schedule types is reflected by the attribute Schedule
category.
1) Regular Schedule: For regular Events, the dates that characterize the schedule are stored in a way
that minimum data has to be entered. You have to enter
Week day, time, start date (relative to an academic session or exact date), no. of occurrences. The
system will create a timetable from this data.
Resources can be assigned for each occurrence.
2) Irregular schedule: these are Events with irregular schedules or with exceptions.
Example: an Event takes place on specified days during a term at varying times in varying
rooms. Every date needs to be entered manually. When creating such an Event, you specify that
it is an irregular Event.
To create regular Events with exceptions: You use the schedule category for regular schedules.
Enter exceptions from the automatically created timetable.
3) Without schedule
3a) Schedule is added later as it is not known yet:
If you plan the Event before the schedule is known, choose category Business Event
without schedule when creating the Event. The schedule is added later with the editing
mode of the Event planning transaction by choosing the Schedule Business Event
pushbutton. Technically, first an Object Type EL is created. Once a schedule is added, EL is
turned into an Event (object type E).
3b) Event does not need a schedule as it is a Time-independent Event:
Select schedule category time-independent Event. Make sure an appropriate delivery mode
is maintained at the Event Type (e.g. e-learning). In this case, object type EL does not turn
into an E.
SAP AG

IHE102

3-16

 The Event Planning transaction offers a single point of access to perform all tasks around Event
Planning after the necessary preparations, such as Customizing entries and creation of the Academic
Structure have been completed.
Events may be selected for various Object Types, such as Modules (SM), Program of Study
(SC), Event Type (D), etc.
Various parameters and filters are provided for data selection, such as Processing Status,
Campus, Firmly Booked, Planned Event.
The Processing Status is a customer-defined and can be used to indicate the progress of the
Event Planning process. This status does not affect any Student Lifecycle Management functions.
Notes:
You can edit Event offerings in the specially designed transactions: Student Lifecycle
Management o Event Planning o Edit Event Offering (PIQACADOFFER00) and Edit Event
Offerings for Cohorts (PIQACADOFFER01), as well as in the Module Catalog
(PIQACCATLG). Note that not all functions are available in the Event editing interface of the
Module Catalog. For example, in the Module Catalog you can not edit the schedule description.
Furthermore, the Module Catalog does not offer list display or mass processing functions.
You can access an alternative Event Planning view via the Module Catalog using the Icon Edit
Event Offering.
You can link the Module Catalog to the expert event planning view with the following IMG
setting: SLCM Master Data in SLCM
Mode from Module Catalog. In standard, transaction PIQACADOFFER00 is called by the
system.

SAP AG

IHE102

3-17

 You can create an Event in one of two statuses: firmly booked or planned. If you do not intend
to use the planned status, create the Event directly in firmly booked status:
The status firmly booked applied to Events corresponds to the active status applied to
Objects and infotypes in Personnel Management.
The Event must be in firmly booked status before you can carry out follow-up processing, or
use activity allocation and billing functions for it.
When you create an Event with the planned status, the following functions are available when
you later change the status to firmly booked:
In Customizing for Training and Event Management, in the step Control Data, you can
specify whether unplaced bookings on the waiting list are converted into prebookings for the
Event Type or remain on the waiting list as rebookable attendees.
When an Event is firmly booked, you can specify that this action automatically triggers the
output of a final confirmation to the attendees booked for the Event.
If you have created an Event Package, you can afterwards choose the line which contains the
Event Package to create an Event. In this case, the Event will be related to the Event Package.
If you do not want the new Event to be related to the Event Package, you have to select a line
without a Package.

SAP AG

IHE102

3-18

 Event Types define required resources via Resource Types. These resources are assigned during the
Event planning process.
To allow User-defined search for Resources and define standard Resource Types for rooms and
instructors go to the Customizing section for Student Lifecycle Management under: Student
/LIHF\FOH0DQDJHPHQW0DVWHU'DWD $FDGHPLF6WUXFWXUH (YHQW3ODQQLQJ,QWHJUDWLRQRI
7UDLQLQJDQG(YHQW0DQDJHPHQWTraining and Event Management Business Event
Preparation.
Resource Assignment:
In order to see the resource assignment,
click Show Resources in the worklist of the Event editing screen, or
go to the detailed screen by editing the Event or displaying the Event. Then you can see the
assigned instructor for a particular date and period.
For more information about resources and resource assignment, please refer to course HR515
Training and Event Management.

SAP AG

IHE102

3-19

 You can cancel an Event via the Event planning transaction PIQACADOFFER00 or SAP menu
Student Lifecycle Management o Academic Structure (Curriculum) o Event Planning o Edit
Event Offering in the Student Lifecycle Management menu.
When you cancel an Event, the Event is set to status cancelled.
When you cancel an Event Package or a Module, all Events related to the Event Package or Module
are deleted not cancelled! and the Session of Offering is removed.
A report is available to transfer bookings from one Event to another (or mass cancel the bookings)
which you can perform before you cancel an Event: SAP Menue Student Lifecycle Management
Student Administration 0DVV3URFHVVLQJ)XQFWLRQV PIQMPMODBKG - Transfer Student
Bookings

SAP AG

IHE102

3-20

 Before you can plan an Event, you have to prepare for the following:
Maintain Event Planning customizing (category, delivery mode, teaching method, processing
status)
0DVWHU'DWDLQ6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH(YHQW3ODQQLQJ
0DVWHU'DWDLQ6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH(YHQW3DFNDJHV
0DVWHU'DWDLQ6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH%XVLQHVV(YHQW
Types
Set up Event Types, schedule Events or create Event Packages
6WXGHQW/LIHF\FOH0DQDJHPHQWPHQXXQGHU(YHQW3ODQQLQJ(GLW(YHQW2IIHULQJ
Maintain the Academic Structure and create Event Types for Modules.
Student /LIHF\FOH0DQDJHPHQWPHQX$FDGHPLF6WUXFWXUH6WXG\3ODQQLQJ3URJUDP
Catalog.
Create Resource Types and Resources in Customizing
Create Location in Customizing
Maintain Academic Calendar and Academic Sessions in Customizing
Notes:
1. When you create objects, select choose the correct Start and End dates. (Validity dates).
2. To change the validity dates of an existing Event use the Edit Event Offering function from the
Module Catalog. The associated Event Packages and bookings are automatically matched to the
new dates.
3. You can define whether the system should include event packages when it processes event
offerings. Per default, the event packages are included. You can remove Event Package from
Event Offerings in the IMG at SLCM Master Data in SLCM

Planning

SAP AG

IHE102

3-21

 SAP AG

IHE102

3-22

 SAP AG

IHE102

3-23

 The Student Lifecycle Management Event Planning functionality allows to create reusable Event
offering templates.
Event offerings of a particular session hardly change from one academic year to the next. Many
universities therefore want to use the previous sessions offerings as a basis when planning offerings
for the upcoming academic year.
You can use templates when planning Events; they save you from having to create and maintain
Event offerings from scratch for each academic session. You can also use these templates when
copying Event offerings, create templates from existing Event offerings, and create the templates
before you create the Events.

SAP AG

IHE102

3-24

 You can either create new templates or create templates from existing Event schedules. The
schedules you create for an academic session are reusable.
To create templates from existing offerings (=automatically), go to the:
SAP menu Student Lifecycle Management o Academic Structure (Curriculum) o Event
Planning o Edit Event Offering.
Select an Object Type and display existing Events.
If you want the system to automatically create Event offering templates, choose the template
button or choose Goto o Edit Templates.
Enter the required selection criteria in the dialog box if you have not already done so in the Event
Planning screen.
Select the Event offerings from which you want to create templates and choose [Save]. The
system generates templates from the selected Event offerings.
To create and generate Event offering templates manually, go to the:
Module Catalog, choose Environment o Edit Event Offering o Goto o Offering Templates o
Maintain templates for Event offerings. The Create Templates for Event Offerings screen
appears.
Enter the required template data and save your entries.
Note:
A template is created for each single instance of an Event.
The templates are attached to the Module or the Event Package you selected.
If you want to maintain the templates, you have to choose the Module or Event Package first
before the available templates are offered by the system.
SAP AG

IHE102

3-25

 A reusable template is created for long-living objects, such as Modules, Event Types, Event
Packages. Only the basic Event data but not concrete dates are used in the templates. The following
functions or data are relevant for the creation of templates:
If Modules are offered in alternating sessions such as Summer Semester only or only every
two years, you can create a session pattern and use this to create templates. The session pattern
can be attached to Modules (SM) and Event Packages (SE). Session Patterns are used for
templates, but NOT for Events.
You can attach the session pattern to a Module as well as to an associated Event Package. You
can thus create schedule templates per Event Package and not only per Module. This allows you
to specify resources, dates, and session patterns for each Event Package.
A planning status can be used in templates.
Template processing is protected by special authorizations.
When a template has been created, this means a master plan is stored in the system. You can create
new Event offerings for different sessions from the master plan. The master plan itself is not changed
and can be used to plan upcoming academic years and sessions. The master plan can contain Events
with regular schedule and Time-independent Events.
To create a template, start the Event Planning transaction from the Student Lifecycle Management
menu; choose Event Planning > Edit Event Offering. Then use the edit template button to create or
edit a template. You can select the Events the template should be created from by the Access
Objects, such as Modules or Program of Study and the Academic Session.

SAP AG

IHE102

3-26

 You use this procedure to create Event offerings from existing templates or to copy Event offerings
of one academic session to another.
Before you can copy an Event offering, you either require Event offering templates or the Event
offerings of a previous academic session.
We recommend that you execute a test run before each update run.
The copy report program requires considerable system resources. We therefore recommend that
you schedule a background job for the update run, and copy only small units of data at once (for
example, single Organizational Units).
From the SAP menu, choose Student Lifecycle Management o Event Planning o Create Event
Offering from Template or use transaction PIQCOPY2. The Copy Event Offering screen appears
(report program RHIQACADOFFER_COPY). You can copy (parts) of your academic offerings to
another academic year and session by choosing:
The relevant selection method.
The academic year and session from which you want to copy the Events, for example Fall 2008
The academic year and session to which you want to copy the Events, for example Fall 2009
Whether you only want to create planned or firmly booked Events.
Note: If you use the copy function to create Event offerings, any changes you make in the schedule
(you are copying) will appear in the new schedule. However when you use a template, the changes
you make in the schedule do not alter the template. In the copy function, the system creates a
template in the background (which you cannot see) and deletes it after it has copied the Event
offerings. We recommend you use a template when creating Event offerings as you can view the
template before copying it.

SAP AG

IHE102

3-27

 SAP AG

IHE102

3-28

 SAP AG

IHE102

3-29

 When planning an Event, you are able to plan instructor resources by referring to teachers managed
in the Human Capital Management as Personal Master Data.
HCM supports a time-based effort tracking for all personnel. When a teacher is planned for events of
the University business, which are managed with Student Lifecycle Management, then Student
Lifecycle Management supports a more refined workload tracking which does not match 1:1 with
time.
The Teaching Workload in Student Lifecycle Management describes the time and effort which is
needed to prepare and conduct a teaching Event, such as lecture, tutorial, etc. It allows to distinguish
different types of activities which need to be performed for the Event. Student Lifecycle
Management also offers rules for the final calculation of Teaching Workload.
Workload of faculty members can be tracked for the following reasons:
Resource planning in teaching activities
Load (free resources, covering the Event offering, ...)
Controlling
Performance / contractual obligations
Costs (cost of teaching activities / revenues)
Compensation
Determination of the amount of money that has to be paid
Determination of overload for faculty members
Strategic planning
Analysis of trends
Analysis of profitability
Rules to define and measure faculty workload depend on:
State regulations
Wage agreement of the University with union
Individual contracts with employees
Frequent changes

SAP AG

IHE102

3-30

 Teaching hours: Teaching obligations describe the amount of teaching time which is required from a
certain position. This can be a standard value which is individually altered in case a person has
additional tasks to his or her teaching tasks, such as administrative tasks. These additional tasks may
reduce the amount of teaching hours.
You keep the information about teaching obligations of a staff member on the position which you
have created for a staff member within Human Capital Management. The Position Object Type S
offers an (extendable, standard) infotype where you can enter the following information:
Mandatory teaching hours can be defaulted by certain attributes
Reductions of the standard teaching hours and reasons for this (example: administrative tasks in
addition to teaching obligations)
The infotype can be extended or even replaced in an implementation if, for example, a contract with
a union needs different definitions.
You maintain required customizing in the IMG for SLCM > Master Data in Student Lifecycle
Management > Academic Structure > Administration of Teaching Hours (HR Funds & Position
Mgt)
Define Default Values for Mandatory Teaching Hours
Define Reasons for Reducing Teaching Hours for Positions
Reasons for Reduction of teaching hours:
Contractual / non-contractual reassigned times
Department chair
Coach of sport team or cheerleaders
Member of committees
Temporarily / permanent reduction
Individual agreements
Disability
=> Impact on Compensation / Overload become visible in Payroll and Invoice.
SAP AG

IHE102

3-31

 To maintain Faculty Workload, you need to complete the following steps:

Add expected workload to the HR Faculty Position
Add planned workload to the business event type
Create the events in PIQACADOFFER00
Maintain actual workload effort for each event in event planning
You can maintain expected workload at each faculty position as follows:
Transaction: PP01
Object Type: Position (S)
Scroll down list of infotypes. Select Teaching Hours (1507).
Teaching Hours are specified in the field: Hours Per Week
You maintain teaching workload for Events and Event Packages in the Event Planning transaction:
Transaction: PIQACADOFFER00
Select [Edit Teaching Workload] to maintain the teaching effort.
When only one instructor is assigned to the event you can default Teaching Workload Data by
pressing the Teaching Workload button. Then the workload from the Event Type is defaulted. It
can be edited and changed individually.
Default workload is maintained at Business event type (D), infotype 1753. You can define the
planned effort per activity:
Enter Number of Contact hours
Enter Activity
Enter Teaching Effort

SAP AG

IHE102

3-32

 Go to the IMG for Student Lifecycle Management Master Data in Student Lifecycle Management
Academic Structure Teaching Workload. The following may be maintained:
- Define Units for Teaching Effort and Contact Hours:
- It is best to use a single Unit (e.g. SWH, Semester Work Hours). If you use any other unit create
a BAdI implementation to handle it. Convert all other usages to this Unit in your Badi. The
expected workload for the Position is always in units SWH, and is not configurable.
- Define Teaching Activity Groupings and Assign Units
Defined unit applies to all teaching activities in this grouping.
Can be used in customer-specific programs to analyze data
For non-teaching activities, use the flag in the last column. This allows teaching vs. nonteaching workload to be separated during reporting.
- Define Teaching Activities
Teaching activities can be assigned to the business event type and will default when that
business event type is selected
They are assigned to the object (E or EL) in the Teaching Workload infotype (1753).Both
Teaching and Non-Teaching activities should be defined here
NON-TEACHING activities should also be defined here.
- Define Calculation Rules for Teaching Activities (e.g. see above: someone who is teaching the
same type of event several times will only get the preparation effort counted once) .
Can be used to analyze data in customer specific programs
Four calculation rules are provided. A combination of the rules can be used as well.
Delivered BAdI implementation for workload calculation reads these settings
- Weight Teaching Activities by Category (optional). The delivered BAdI implementation for
calculating weighting of workload reads these values.
- From here you can also access the setting Administration of Teaching Hours (HR Funds and
Position Management) to administer the teaching obligations (mandatory teaching hours +
reductions)

SAP AG

IHE102

3-33

 This customizing entry is optional. To maintain Weight Teaching Activities by Category

Assign one or more Event Type categories to every teaching activity
Define a weighting factor for each combination of teaching activity and category.
Customizing Path: IMG for Student Lifecycle Management Master Data in Student Lifecycle
Management $FDGHPLF6WUXFWXUH7HDFKLQJ:RUNORDG Weight Teaching Activities by
Category.

SAP AG

IHE102

3-34

 The Teaching Workload Report can be viewed directly from Event Planning as follows:
Transaction: PIQACADOFFER00
Select a Module (with Events/Event Packages already created)
Specify the Academic Year and Session.
Click on the [Find] Icon.
Highlight an Event Package, click on [Display] and select [Display Academic Event].
Select the Icon [Teaching Workload] to view the on-line report.
Select [Define New Query]. (See next slide for procedure to create Queries).

SAP AG

IHE102

3-35

 The Faculty Workload report allows to create own queries.

Instructors for courses of a department will return all workload for all instructors who have
workload for the courses offered by the selected department
Instructors of a department will return all workload for the instructors assigned to that department,
regardless of the activity.
Web Dynpro: PIQ_FACWLOAD
Function Module: HRIQ_RFC_FACWLREP_DATA_GET

SAP AG

IHE102

3-36

 In the result list standard ALV features are available.

Example of a query result by instructor
Teaching effort is displayed by teaching unit (teaching activity grouping)
Teaching vs. Non-Teaching load is shown
Double click on any line to see the detail
Detailed Workload and Expenses result (Teaching effort by activity):
The Delivery Side Cost shows the Cost Center distribution of the Instructors
The Receiving Side Cost shows the Cost Center distribution of the Events

SAP AG

IHE102

3-37

 The following BADIs are delivered to help in customer reporting (Customizing Path: IMG for
Student Lifecycle Management Master Data in Student Lifecycle Management Academic
6WUXFWXUH7HDFKLQJ:RUNORDG Business Add-Ins (BAdIs).)
BAdI: Determine Cost Distribution (SET_COSTDIST): Use this if you need to derive cost
distribution for faculty members in a way other than using the position definition and Academic
Object definition (delivered implementation)
BAdI: Calculate Teaching Workload (CALC_TEACHLOAD): Use this if you want to utilize the
Reduction in Workload defined at the position; Also use this if your calculation rules cannot be
modeled fully in configuration table T7PIQACTIVWLTYPE (delivered implementation) in se 16.
BAdI: Determine Weighting Factor (SET_WFACTOR_DEFAULT): Determine Weighting Factor
Use this if you need to use more complex weighting factors other than those stored in configuration
table T7PIQWEIGHTFACT (delivered implementation)
Note: If you have used any units other than SWH for Workload, you must implement BAdI:
Calculate Teaching Workload for unit conversion!

SAP AG

IHE102

3-38

 SAP AG

IHE102

3-39

 SAP AG

IHE102

3-40

 A Cohort is a group of students for which common administrative processes must be performed.
Students are selected and assigned to the cohort
Manually
Via selection methods
The context of a cohort describes the administrative process/activity for which it is set up/valid for.
A Cohort may have several contexts.
In the context of Module booking, context objects can be study Modules (object type SM), Event
Types (D), Events (E ), etc. You can assign selected objects of these types to this Cohort then.
Student Lifecycle Management delivers the context 0001 Module booking. This is used if you
want to work with the Cohort in Event Planning. The Cohort will group all those students together
who are to be booked onto the same Modules or Events.
Example: A Cohort is built to provide a clash-free timetable for students taking part in the same
courses in a particular Academic Year. The study modules to be booked by those students are
assigned to the Cohorts as Context Objects. For these study modules, Events (with no overlapping)
are created in order to produce a clash-free timetable.
Note: The planner has to make sure that no overlapping Events are planned for one Cohort the
system does not check for overlapping Events!

SAP AG

IHE102

3-41

 Cohort attributes determine characteristics of the cohort (e.g. the cohort is only valid in a certain
session)
Relationships allow to relate cohorts to organizational units (Relationship 502) as well as programs
of study (522). Students which are members of a cohort are related to the cohort via relationship 519.
Context Objects: Objects relevant for a certain context of the cohort are called context objects. The
activities related to the context often need specified target objects like specific study modules for
the context module booking, etc.

SAP AG

IHE102

3-42

 Note the following relation between a Cohort and a Subcohort:

All students of the Subcohort are part of the (main) Cohort as well. The main Cohort inherits the
students from the Subcohort. In the student list of the main Cohort the inherited students appear
with an icon in the Inheritance column.
The inherited students are not saved to the database. They are taken into account for all processes
using Cohorts as if they were assigned directly to the main Cohort.
Subcohort and main Cohort must have at least one context in common.
All context objects of the main Cohort belong to the Subcohort, too; the Subcohort inherits the
context objects from the main Cohort. Inherited context objects are shown in the context object list
of the Subcohort with an icon in the Inheritance column.
Attention: The inheritance of context objects may be context-dependent
The Cohort Builder main screen (Transaction PIQCOH00) offers the following capabilities:
New cohorts and sub-cohorts can be created directly in the ALV tree control (ABAP List
Viewer), using the right mouse button or highlighting the main cohort and right clicking on
mouse.
Leading cohorts can be changed by double-clicking on a sub-cohort or main cohort in the ALV
tree.
The sessions of offering of a Subcohort must be a subset of the set of offerings of the main Cohort.
They can have the same or a shorter lifetime than the parent cohort.
Technically, a relationship is created between the connected Cohorts (519).

SAP AG

IHE102

3-43

 To create Cohorts you need to complete the required customizing (IMG Student Lifecycle
Management Student Lifecycle Management Processes Cohorts). Afterwards you can use the
Cohort Builder to create Cohorts and assign context objects and students:
Go to the SAP Easy Access Menu: o Student Lifecycle Management o Tools o Cohort Builder:
You can assign students to Cohorts via the Cohort builder or student file.
You can also edit those Cohorts with a Module booking context to a limited extent using Event
Planning functions. In the Edit Event Offerings for Cohorts transaction, you can assign Events
to Cohorts as context objects and remove them again.
Cohorts cannot be maintained by standard HR Infotype maintenance transactions.
Notes regarding the Evaluation Path:
Students get inherited bottom-up
Attributes get inherited top-down
Context objects get inherited top down

SAP AG

IHE102

3-44

 In order to use the Cohorts in Event Planning processes, you have to do the following:
Prerequisites: You have created the required Cohort and assigned this Cohort the relevant Module as
context object. You can also assign Event Packages and Events to a Cohort as context objects.
From the Student Lifecycle Management menu choose Edit Event Offerings for Cohorts
(PIQACADOFFER01). In the selection screen, you can enter the following data:
Cohort, Academic Period, Key Date
You can now create a new Event or Event Package for Cohorts. The Event can be:
Event with regular schedule, Event with irregular schedule, Event without a schedule,
Time-independent Event.
Cohorts can be selected from existing ones in the object manager if the validity period of the new
cohort corresponds to the chosen key date.
Tip: When you choose a Cohort as starting object, all the Events and Packages which are assigned to
this Cohort as context object for the specified Academic Year and Session should be shown in the
worklist. Additionally, you can also create or delete the objects and this will either add the context
objects or delete the context objects of the Cohort.
Note: Cohorts cannot be deleted. The key date controls their availability in the object manager

SAP AG

IHE102

3-45

 You maintain resources for Event Planning in IMG 7UDLQLQJDQG(YHQW0DQDJHPHQW Room

ReservaWLRQ0DQDJHPHQW0DVWHU'DWD Reservation Create Location and Create Room
You maintain event type categRULHVLQWKH,0* Student Lifecycle Management Master Data in
Student Lifecycle Management $FDGHPLF6WUXFWXUH Business Event Types Define
Categories.
You access the &RKRUW%XLOGHULQWKH6$30HQX Student /LIHF\FOH0DQDJHPHQW7RROV
Cohort Builder or via transaction PIQCOH00.
Important: Note that every change you make in the cohort builder takes effect from the Key Date on
(i.e. valid from the key date until 12/31/9999), except for the events and the module bookings, which
take effect for the specified academic period.
You set up customizing for cohorts in IMG 6WXGHQW/LIHF\FOH0DQDJHPHQW Processes in
Student LLIHF\FOH0DQDJHPHQW&RKRUWV Define Cohort Categories.
In addition, there are several BADIs available in IMG for customization of Cohorts: Student
Lifecycle Management Processes in Student Lifecycle Management Cohorts.
BAdI: Override Pushbuttons in the Cohort Builder
BAdI: Distribute Students from Cohort to Subcohorts

SAP AG

IHE102

3-46

 SAP AG

IHE102

3-47

 SAP AG

IHE102

3-48

Exercise
Unit: 3. Event Planning

At the conclusion of this exercise, you will be able to:

Create Event Types

Create an Event

A staff member who works in the Office of the Provost is responsible for
planning the concrete course offerings and related date and time of a
Program of Study.

3.1

Create an Event Type

The program Bachelor of Arts in History has two specializations which include one or more
offered modules. Next step is to create concrete course offerings to the modules with date and
time and assigned resources. The staff member also maintains the teaching workload which is
valid for the concrete course offering.
Create an Event Type for the first Module created in exercise 1.3.
Select your Module, use a right mouse click and choose the option Create One Level
Lower.
 Select the relationship Consists of Business Event Type in the pop-up window and
click on the [Copy] Icon. Enter the following Event Type attributes:

Tab

Field

Value

Abbreviation

SCI 101 GXX

Name

Science 101 Group XX

Category

Category

Lecture

Capacity

Minimum/Optimum/Maximum 5/25/25

Teaching
Workload

Teaching Activity

Class Preparation: 1,00

Lecture Teaching: 2,00

Relationships

Resource Type

PROF
ROOMS

(Use Create
Icon)

Click on the [Save] Icon to transfer the Resource Types

Click on the [Save] Icon to complete the Event Type

SAP AG

IHE102

3-49

3.2

Create an Event

SAP Menu

Student Lifecycle Management>Event Planning>Edit Event Offerings

Access Object

O (Organizational Unit) / Faculty GXX)

Academic
Year/Session

Select the current Year / Session

Click on the pushbutton:

 Find

the Module with the Event Type created previously and highlight the row.
 Click to the right of the [Create] Icon and select Create Bus.Event (Regular
Schedule). The screen Create Business Event will be presented. Enter the following
data:

Field

Value

Abbreviation/Name

Defaulted from Event Type can be overwritten

Capacity

As above

Location

Campus SAP

Start & End Time / Day

Enter any time day(s) of the week

OT (Instructor)

Person

Instructor

Use the Search Function to select a Person.

(if you receive an error message select another Person)

Room

Use the Search Function to select a Room

Click on the pushbutton:

Click on [Edit Teaching Workload] to view the information derived from the Event Type
(These may be overwritten).
Click on the [Save] Icon to complete the Event.

SAP AG

IHE102

3-50

3.3

Optional Exercise

1. Which characteristic determines whether an event is set up as time-dependent or timeindependent?

2. Mark the correct answer. When during the event planning process you define resource
types?
a) at the planning level when creating business event type D
b) at the operative level when creating a specific business event E
When do you define actual resources that are used?

3. What is the business purpose of event offering templates?

SAP AG

IHE102

3-51

 SAP AG

IHE102

3-52

Solution
Unit:

3. Event Planning

x Solution to Exercise 3.1: Create an Event Type

SAP Menu>Student Lifecycle Management>Academic Structure>Study Planning>Program
Catalog
Access Object: Organizational Unit / Faculty GXX.
Select your Module created in Unit 1, use a right mouse click and choose Create One Level
Lower
Select the relationship Consists of Business Event Type and click on [Copy].
Abbreviation: SCI 101 GXX / Name: Science 101 Group XX
Click on the tab [Category], select the Category Lecture.
Click on the tab [Capacity]. Enter, Minimum=5/Optimum=25/Maximum=25
Click on the tab [Teaching Workload]. Select the Activity Class Preparation and enter 1
Contact Hour the field Teaching Effort. Select the Activity Lecture teaching and enter 2
Contact Hours in the field Teaching Effort
Click on the tab [Relationships]. Click on the field alongside Requires/Resource Type and
using the Search Function select the Resource Types PROF and ROOMS. Click on
[Save].
Click on [Save] to complete.

SAP AG

IHE102

3-53

Solution to Exercise 3.2: Create an Event

SAP Menu>Student Lifecycle Management>Event Planning>Edit Event Offering
Access Object: Organizational Unit / Faculty GXX
Select the current Academic Year and Session and click on the pushbutton [Find]
Select the row containing the Module and Event Type created in the previous exercises.
Click on the arrow next to the [Create] Icon and select Create Bus Event (Regular
Schedule)
Abbreviation / Name: Defaulted from Event Type. These values may be overwritten.
Capacity: Defaulted from Event Type. These values may be overwritten.
Location: select Campus SAP
Enter any dates in the fields: Start / End
Specify the days of the week by clicking on the appropriate box.
Select Person in the field OT Instructor.
Click on the field Instructor and select a person from the list.
Click on the field Room(Abbr) and select a room from the list.
Click on the pushbutton [Generate Dates]
Click on the pushbutton [Edit Teaching Workload] to view the values defaulted from the
Event Types. These may be overwritten.
Click on [Save] to complete.
Solution to 3.3 Optional Exercises
1. Which characteristic determines whether an Event is set up as time-dependent or
time-independent?
The Business Event Type category Delivery Mode.
Events without a schedule are also Time-Independent

2. When during the Event Planning process you define Resource Types?
Correct answer: a). At the planning level when creating Business Event Type (D).
When do you define actual resources that are used?
They are defined at the operative level when Event (E) is created

3. What is the business purpose of Event offering templates?

If Event offerings of a particular session do not change from one academic year to the next,
universities can copy the previous sessions offerings as a basis when planning offerings for
the upcoming academic year.

SAP AG

IHE102

3-54

 SAP AG

IHE102

4-1

 SAP AG

IHE102

4-2

 SAP AG

IHE102

4-3

 SAP AG

IHE102

4-4

 SAP AG

IHE102

4-5

 You use the master data maintenance transaction to create, display, and change student master data.
<RXFDQDFFHVVLWIURPWKH6$30HQXE\FKRRVLQJ6WXGHQW/LIHF\FOH0DQDJHPHQW6WXGHQW
$GPLQLVWUDWLRQ0DVWHU'DWD&UHDWHRr via the [Create] Icon in the Student File:
If you use the external number assignment, enter the student number.
Enter the student data on the respective tab pages.
To undo creation of a student master record, choose undo create. Else save the record.
When you create master data for a student, the system automatically creates a HR object of the type
ST and an SAP Business Partner.
The system stores the students personal data and study data in infotype data records. Bank and
payment card information and address data is stored in the Business Partner master record.
Student personal data is copied from the student to the Business Partner. You must schedule an
update program daily to copy any changes you make to student personal data
(RHIQ_ST_PERS_SYNC_CURR).
Student Business Partners (ST+ BP) are used to administer students in different roles:
Applicants
Students
Deregistered students
Alumni
Business Partners are used to administer persons relevant in Student Administration:
Related Persons
Sponsors
SAP AG

IHE102

4-6

 Student Lifecycle Management is based on two different frameworks, the HRPD development
framework and Public Sector Contract Accounting (IS-PS-CA).
Administrative and academic processes for students mainly use functions of the HR-PD framework
(object types, relationships, infotypes, etc.). The student accounting processes use IS-PS-CA.
When you create master data for a new student, the system always creates:
A student object (object type ST), which is based on the HR-PD framework, using object types,
infotypes, and relationships. The ST object contains personal and academic data.
A Business Partner (BP) with the roles contract partner (MKK) and student (PSCM10).
An entry in table CMACBPST which internally links the student object ST with the BP.
Student administration processes mainly use the student object (ST), and student accounting
processes mainly use the BP.
If you wish to create student master records automatically from data stored in a legacy system, you
must use function module BAPI_STUDENT_CREATEFROMDATA3.
Note 1: In the Student Lifecycle Management system you cannot create a student object without
creating the respective BP. You cannot create a BP in the role student without a student object.
Note 2: You first have to perform the required basic customizing steps before you can create
students.
Note 3: if you have implemented a CRM system to support student recruitment, the CRM
middleware will automatically keep the BP records between CRM and SLCM synchronized, so that
when the prospect record is replicated to SLCM, any BP ID number in the CRM BP record will
automatically be replicated into the SLCM BP record. Clearly, your BP configuration in CRM and
SLCM must be the same for the middleware to replicate the data.

SAP AG

IHE102

4-7

 SAP AG

IHE102

4-8

 Student Lifecycle Management provides the ability to create a new student by using an existing
Business Partner as source for the creation of the new student.
This function is accessible via the maintenance transaction for Student Master Data and Student File
or via BADI (IMG for Student Lifecycle Management Student Lifecycle Management Master
Data in Student Lifecycle Management Students Student Numbers and Object IDs BAdI:
Student Number Assignment)
6WHS&KRRVH6$30HQXStudent Lifecycle 0DQDJHPHQW6WXGHQW$GPLQLVWUDWLRQ
0DVWHU'DWD&KDQJH3,4670RU6WXGHQW)LOH3,467
6WHS&KRRVH6WXGHQW&UHDWHIRU%XVLQHVV3DUWQHU
Step 3: Enter the Business Partner number in the popup window or use the search function.
Step 4: Enter a number within the range defined in Customizing. If the BADI has been
implemented, this step is omitted and the student number will be generated from the imported
Business Partner number.
Step 5: Save the student record (Additional master data may be added to the record as required).
Students may be created from Business Partners under the following conditions:
The Business Partner must exist in the category: Person.
The Business Partner must not already be a student.
The fields that are mandatory for creation of the Student Master must be maintained on the
Business Partner.
After creation of the student, the following attributes are adopted:
Business Partner role is extended to: Contract Partner (MKK) and Student (PSCM10).
The Business Partner name and personal data are copied to the student Infotypes 1000 and 1702.

SAP AG

IHE102

4-9

 Object ID:
When you create a student in the dialog mode, the system supports only internal assignment of
the object ID for the student object (ST). The object ID cannot be changed once it has been
assigned.
Student Number:
The student number is valid for the entire validity period of the student object. The standard
student maintenance transactions ensure that the student number is unique.
The standard system supports only numeric student numbers. You can use alphanumeric student
numbers if you implement the required BAdI: IMG for SLCM Master Data in SLCM
Students Student Numbers and Object IDs BAdI: Student Number Assignment
(HRPIQGB_ST_NUMBER).
Business Partner Number:
There are several methods for setting up BP numbers. You can keep the student number and the
BP number identical by maintaining appropriate customizing settings for both number ranges
and implementing BADI HRPIQ_ST_BP_EQUAL (Definition: PSCM_PARTNER). You find it
in the IMG at: SLCM Master Data in SLCM Students Students as Business Partners
The Business Partner in Student Administration Student Business Partner Numbers BAdI:
Business Partner in Student Lifecycle Management
The BP number is visible in BP and FI-CA transactions.
You can see all three identifiers using the menu path Utilities Technical information.
Note: The student number can be changed after a student is created. This is required for countries
where the student number is assigned by a central institution. If your business processes do not
require number changes after creation of the master record, you must make sure that users are not
authorized to use transaction PIQSTU1. If you allow student numbers to be changed, you cannot
use an identical Student Number and BP number.
SAP AG

IHE102

4-10

 The student status is stored for object type ST. The system derives the student status from admission
and registration data. The following relationships and infoypes determine the student status:
Relationship 530: applies for (ST CS) => the system derives the student status "applicant,
"admitted applicant, or "rejected applicant depending on the status of the relationship.
Infotype 1771: Sessional Registration = > the system derives the student status "attending or
non-attending.
Relationship 513: pursues (ST CS) => the system derives the student status "registered student
or "de-registered student depending on the status of the relationship.
Relationship 541: is alumnus of (ST O) => the system derives the student status "alumnus.
You can maintain student statuses in your system (see Holds & Statuses):
Switch off display of statuses which are not needed at your institution.
Change the description associated with a status and/or change the order of the statuses on the
screen.
Create your own status(es). In this case, you have to provide a customer-specific status
determination for the status.
Note: The student status displayed in the student header also shows the student group entered in the
student master. If no relationship exists, only the student group is shown. If one of the abovementioned relationships exists, the derived student status and the student group are displayed in the
header.

SAP AG

IHE102

4-11

 SAP AG

IHE102

4-12

 SAP AG

IHE102

4-13

 The system offers transactions for creating, maintaining, and displaying student master data. These
can be accessed directly from the Student File using the Create, Change or Display buttons
(next to the student name). Alternatively, you can use the transactions PIQSTC, PIQSTM, or
PIQSTD, or in the SAP menu choose StXGHQW/LIHF\FOH0DQDJHPHQW6WXGHQW$GPLQLVWUDWLRQ
0DVWHU'DWD'LVSOD\RU&UHDWHRU&KDQJH
You set up basic Customizing for Student Master Data in the IMG: Master Data in Student Lifecycle
0DQDJHPHQW6WXGHQWV6WXGHQWVDV%XVLQHVV3DUWQHUVDQGDOO others. Customizing tables for
some of the field entries are cross-application tables (e.g., used by HCM).
BP data can also be maintained with transaction BP. Select the appropriate tabs to display and
maintain the data. Changes will immediately appear in the student master data as well.
Student master data comprises different tab pages. Master data is entered into the infotype screens
for the student object ST and on BDT screens for the BP object.
Each infotype has a validity period which is defined by a start and end date. Whether only one or
several infotypes may exist on a specific date (time dependency) is defined for each infotype.
If you change a record of infotypes which may contain only one valid record at a time, the system
will delimit the old record and create a new one. You can display old records using the Display
periods function on each tab page. The system indicates if an infotype has several validity periods.
(i.e. existence of historical records).
Note: Some data is only available in the BP view. For example, you can store information about
business hours such as, calling hours, goods receiving hours, visiting hours for a BP. This data is not
visible on the student master data screens.
To archive student data look at the SAP User Menu: SLCM Tools Data Archiving
PIQSTMD_ARCH. You can extract the data to an archiving file (which you don't have to import to
any place) and then delete.
To delete student data you can use report RHIQ_STUDENT_DELETE.
SAP AG

IHE102

4-14

 On the tab Personal Data you can enter basic information. The system determines the default
communication language from the user logon language.
Address data is stored in the SAP BP using the SAP Business Address Services. You can:
Store several addresses per student, define a standard address and different address types (term
address, billing address, etc.) as well as assign addresses to address type (address usage).
Maintain address-independent and address-dependent communication data, such as several
telephone numbers, SMS-capable mobile numbers and e-mail addresses.
Use address checks and input help via the regional structure and maintain international address
versions or define a user-specific address format in the user parameter ADDRESS_SCREEN
(001 Europe, 004 USA).
Maintain start/end date for each address and address usage => change address data retroactively.
Store data for Payment Transactions (Bank Details/Payment Cards)
If the above data is created/changed via Transaction BP the Student Master is automatically updated
so there is no danger of missing/inconsistent data. However, it is recommended to create/maintain
data via the Student Master Data.
Students can manage their addresses (and usages) via web self service (Web Dynpro Application
PIQ_ADDR_MAINT). Configurable alerts are provided to notify users when students made changes
to specific address types and fields that may impact their residency, tuition status, and aid eligibility.
Additional Data Tab Page some important information:
The Job field is used to store the job the student holds or held prior to the academic study. It is
used in the UK to store the jobs of students (or parents) transferred by the UCAS interface.
If a student wants her data to be kept confidential (e.g., based on FERPA rules (US)), you can
specify this in the privacy level field. Then the user knows that student's data is private.
Visa/Residence Data tab page: SAP recommends that you do not use the passport number field.
,QVWHDG\RXFDQVHWXSD%3,'QXPEHU,0*%XVLQHVV3DUWQHU%DVLF6HWWLQJV,'1XPEHUV
SAP AG

IHE102

4-15

 In order to be able to assign a student to a specific student group in the Student Master Data you
need to maintain this information in IMG for Student Lifecycle Management Master Data in
Student Lifecycle Management Students Individual Study Data Define Student Groups.
Students can be grouped according to specific criteria, e.g., if regular students and exchange students
are charged different fees at an institution, the students have to be grouped accordingly.
The Time Window represents a link between a group of students and one or more module booking
periods in the Academic Calendar.
You can assign one or more students to a Time Window. For each window, you can enter different,
non-overlapping booking periods in the Academic Calendar. During module booking, the system
checks whether or not the booking for the respective student was made within the limits of the
specified Time Window (see Chapter Academic Calendar for details).
SAP recommends that new customers should not use the Additional Student Number field. If you
record identification data such as student numbers from your legacy system, you can set up an
Identification Type and store this number as a Business Partner identification number (see topic
Identification Numbers in this chapter).
If students have an academic advisor at the institution, the persons name can be stored in the advisor
field. Alternatively, the student can be linked to a position in the universitys organizational
hierarchy. In this case, the system determines the persons name.
There are two ways of assigning students to organizational units: explicitly (manual) and implicitly
(automatic). Algorithms for automatic derivation of the organizational unit can be customized
according to the institutions needs. In standard, the organizational unit assignment is derived from
the program of study the student is registered in if no explicit assignment is maintained.
You can make the respective Customizing settings in the IMG of Student Lifecycle Management:
Student Lifecycle Management Master Data in Student Lifecycle Management Students
Derived Student Attributes BAdI: Determine/Derive Organizational Unit of Student.
If an institution has many locations, the students main campus can be stored as his/her campus.

SAP AG

IHE102

4-16

 The tab Ext. Achievements is used to store information from external educational institutions. You
can store external transcripts, external test results, and calculate average grades.
Transcript Quick Entry form: A web-based application is provided to allow admissions officers and
other users to quickly and easily create and edit transcript data (including subjects and qualifications)
for students or applicants:
Allows editing existing transcript information
Application: Web Dynpro component PIQ_MAINTAIN_TRANSCRIPT
Uploading TOEFL test score files: Program RHIQ_US_TEST_SCORE_UPLOAD is provided to
upload and attach the test scores to an existing student master record, where it can determine a
definitive match.
Possible duplicate entries are passed to a separate file for future reprocessing, as are scores for
non-existent students.
Student records are not created during the upload.
The uploaded scores should match existing submitted applications.
US Localization: Report RHIQ_US_NCAA_INTERFACE is available to upload student data to the
National Collegiate Athletics Association (NCAA) website as an XML file. The XML file complies
with the NCAA file format specifications.

SAP AG

IHE102

4-17

 The Business Partner ID numbers are integrated into the Student Master Data display on the tab
Identification Numbers. It is recommended that you use these numbers to enter the standard
identification number rather than using the ID Number on the Personal Data tab, or the
Additional ID Number on the Study Data tab. The additional ID number on the Study Data tab
should be used if you need to store old student numbers in the system, for example.
Different ID types can be defined for the BP ID number field. To define Business Partner ID Types
go to IMG: SLCM Master Data in SLCM Students as Business Partners Basic Business
Partner Settings SAP Business Partner>Business Partner Basic Settings Identification
Numbers Define Identification Types:
Enter an ID Type and Description
Select an ID Category
Select the flag Persons
Select [Save] to complete.
Note: Only one ID Type may be assigned to an ID Category.
The Students ID Number is held on the Student Master data as follows:
Infotype Name: Personal Data
Infotype Number: 1702
Field Name: ID Number
Technical Field Name: PRDNI
General note: you can set the Business Partner ID as unique in order to prevent that the same ID can
be assigned to Business Partners twice (cross-client). In order to make this setting go to IMG SLCM
Students Student as Business Partners The Business Partner in Student Administration
Define Identification Categories. Flag the option ID unique. This functionality is a general BP
feature and independent of the SLCM duplicate check.
SAP AG

IHE102

4-18

 The report is available in the IMG for Student Lifecycle Management Master Data in Student
Lifecycle Management Students Students as Business Partners The Business Partner in
Student Administration Synchronization of Personal and Business Partner ID Numbers.
Prior to using the conversion report, the following customizing steps must be completed:
Define Business Partner Identification Types
Define ID Type in IMG for SLCM Master Data in SLCM Students Student as BPs
The BP in Student Administration Define ID Type for Synchronization
Enter an ID Type and Description
Activate the Flag Maint. Date if required (see Notes 1 and 2 below)
When this Flag is activated, the PRDNI field becomes READ-ONLY, and is automatically
updated from the BP ID Number.
It is NOT recommended to use the Maint. Date Flag for this synchronization. The intent is for this
to be used for a PERMANENT identifier (such as a Social Security Number). Any data change for
these numbers is generally treated as a data correction, and should be valid for all time periods. If
you choose flag Main. Date, you must enter date ranges when entering data in the BP ID tab.
Running the Conversion Report:
Go to transaction SA38 or SE38 Report Name: RHIQ_CONVERT_SSN_1702_BP (allows
to perform a data conversion on existing data after making the settings) Choose Selection
Method STNS and enter a Student Number Select your BP ID Category Select [Execute]
The report may first be run in Test mode.
The report populates the BP ID Number from historical PRDNI field contents not the other way
around! Benefit: historical data is kept; BP can be used in Search Help, RFCs, Duplicate Search
Only records without time gaps for field PRDNI in Infotype 1702 will be converted.
SAP AG

IHE102

4-19

 When students are de-registered from the university, that status can be maintained in the Business
Partner data of the student. Students can become an alumnus of the organizational unit to which they
belonged. The student status in the student header changes to alumnus.
A student becomes a member of the alumni if:
You set the alumnus flag on the de-registration screen. The system updates the data field on the
alumnus page automatically.
You maintain the alumnus data manually using Insert relationship and create relationship 541
"is alumnus of" between the student and an organizational unit.
In both cases, the system status Alumnus is written and can be displayed in the student header.
Note: To support business processes in the area of alumni management and fundraising, SAP offers a
fundraising management software. This solution is not part of the SAP for Higher Education and
Research Solution Map. To find out details go to www.sap.com/services/customdev.

SAP AG

IHE102

4-20

 On the Related Persons tab page, you can maintain data of student relatives or other contact persons.
If the related person is a student of the institution, use Create the Relationship. You can search for
the BP record.
If the related person is an external person, create the related person using with new related person.
The Related Person Data screen appears and you can maintain all necessary data for the new related
person.
When you maintain related person data for students:
A BP is created for every new related person.
Relationship 521 between the student (object) and the related person (BP) is created.
Whenever a BP has a relationship is related to a student, the BP role Related Person (PSCI10) is
automatically assigned to this BP.

SAP AG

IHE102

4-21

 SAP AG

IHE102

4-22

 SAP AG

IHE102

4-23

 The results of all student lifecycle processes are kept in the student file.
You may access the student file in two ways:
SAP Menu Student Lifecycle Management Student File
Transaction PIQST00

SAP AG

IHE102

4-24

 The relationships above are created during student administration processes.

To display relationships:
(QWHUWUDQVDFWLRQFRGH6(WDEOHQDPH79DQGFKRRVH7DEOH7DEOHFRQWHQWV
The names of relationships which originate in Student Lifecycle Management start with 5xx. Check
WKLVLQ&XVWRPL]LQJE\FKRRVLQJ6/&00DVWHU'DWDLQ6/&0$FDGHPLF6WUXFWXUH
2UJDQL]DWLRQDO6WUXFWXUH2UJDQL]DWLRQDO0DQDJHPHQW%DVLF6HWWLQJV'DWD0RGHO
(QKDQFHPHQW5HODWLRQVKLS0DLQWHQDQFH0DLQWDLQ5HODWLRQVKLSV
Some of the relationships used in Student Lifecycle Management originate in other applications (e.g.
relationships between organizational units OM).
Note that this is not a complete overview of relationships that can exist in Student Lifecycle
Management but only a selection.

SAP AG

IHE102

4-25

 The Student File and Student Master transactions can contain up to twenty tab pages with
information on the student. You can adjust the student file layout to the institution's requirements by
changing the tab pages using the customizing path: Master Data in Student Lifecycle Management
o Students o Customizing Tab Pages in the Student File: In this IMG section you can:
Replace standard tab page titles with customer-specific titles
Change the sequence of tab pages within a tab page group
Hide tab pages which you do not need
Add new customer-specific tab pages
Add new subscreens to SAP tab pages
Whether or not a tab page allows program selection is defined in the system for all tab pages. For
example, on the registration tab, program selection is allowed, on the status tab, it is not.

SAP AG

IHE102

4-26

y User-defined notes: Users enter the note text when they create notes for students.
y Predefined notes: The note text is predefined in Customizing.
y The Student File contains a Note Overview. Notes are stored in infotype 1707 for the student
(object type ST), or for the study object (object type CS) when the note refers to a program.
y Menu Path:
- From the Student File or Student Master Data select: GRWR1RWH2YHUYLHZ&WUO)

SAP AG

IHE102

4-27

 There are no Note types defined in the standard system. Customers set up their own notes.
You can restrict user access to Note types using PLOG authorizations.
Note types are subtypes of infotype 1707.

SAP AG

IHE102

4-28

 Information on a students death can be entered in the Student File as follows:

1. Enter the death data via the menu path: Student Death
Date of death (optional)
Date on which death was entered (mandatory)
2. System Reaction
The system sets and displays the status deceased (infotype 1728 - Status Indicators)
Start date of status deceased = date of death
If no date of death is available, the start date = entry date
An activity document is created.
3. It is possible to change the deceased date (e.g. in case of an entry error)
New activity document is created
Student status is updated
If death data was deleted, the status deceased is set to inactive.
Notes:
You cannot enter the death date directly in the student master data. Data can only be entered in a
separate dialog because a deceased status is written.
No Customizing is necessary. The deceased status, which is displayed in the student header, can be
customized using the path: Student Lifecycle Management Master Data in Student Lifecycle
Management Students Status Display.
The deceased status can be used to block Student Lifecycle Management activities in the same way
as holds. Use Customizing path: Student Lifecycle Management Processes in Student Lifecycle
Management General Settings Statuses Assign Status Types to Callup Points.

SAP AG

IHE102

4-29

 The system automatically performs a duplicate check when a student master record is created to
avoid the creation of two identical records. When performing the duplicate check, the system
determines potential identical records based on the following subsets (always for the current system
date):
All students with the same identification number
All students with the same birth date, similar first names, last or birth names
All students with the same first and last name
Note: Institutions can adapt duplicate checks to their requirements by using BADIs from the Central
Address Management. Modifications can be made but these represent a change of the standard.
You can search for students using the search functions in the Object Manager (search term, structural
search, free search):
Each time you access the Student File, the Object Manager repeats the last search. This can be
time-consuming in large databases. If you wish to deactivate the last search, you can set the User
Parameter OM_OBJM_NO_LAST_SEAR to X (Follow the instructions in CSN notes 410865
and 403526.)
The validity concept for the status determines which students the system looks for when you
conduct a search. When you select students based on personal data and the status, the system
displays only those students for whom the required status is active.
To create your own search variant, choose Create Search Variant in the Object Manager.
You can store personalized student file settings. In addition to the default student file and student
master data tab pages, you can store the student statuses you want to use as default criteria. To enter
SHUVRQDOL]HGVHWWLQJVJRWR6WXGHQW)LOHDQGFKRRVH6HWWLQJV3HUVRQDOL]DWLRQ

SAP AG

IHE102

4-30

 All academic work records of a student can be viewed with the Academic Work Overview function
(Ctrl + F11) in the Student File. The following processes can be the source of this data:
Module Booking and Grading: completed and booked modules are shown in the academic work
overview.
Equivalency Determination: transferred academic work = academic work from external
institutions which has been accepted as internal and marked as transferred (modules,
qualifications etc.) are shown.
Graduation / Qualification Conferment: other academic work which is shown as qualifications
are displayed.
The Academic Work Overview can also be accessed directly outside the Student File:
Menu: SLCM Student Administration Academic Work
Transaction PIQSTAW00
When Academic Work needs to be maintained directly, validations can be performed via BAdI
HRPIQ00AW_VALIDATION . All academic work fields are available there. Example: you need
to verify that credit values match module credits. IMG for Student Lifecycle Management Master
Data in Student Lifecycle Management Students Adjustment of the Student File BAdI:
Academic Work Validations.
Default values for Academic Work can be populated once a Module is selected via BADI
HRPIQ00AW_DEFAULT_DATA. IMG for Student Lifecycle Management Master Data in
Student Lifecycle Management Students Adjustment of the Student File BAdI: Default
Academic Work Data.
Credit Derivation rules can be defined in the IMG (previously this had to be done via the BAdI for
Credit Derivation in Appraisals. IMG for SLCM Processes in SLCM General Settings
Derivation of Credits.
SAP AG

IHE102

4-31

 Most users at the university will be authorized to use the standard student file transaction. Only a few
expert users will be entitled to create and maintain data using the extended maintenance dialog of the
student file; for example, to correct errors, enter missing data, etc.
You can access the Extended Maintenance Dialog in different ways:
0HQX6WXGHQW/LIHF\FOH0DQDJHPHQW([WHQGHG0DLQWHQDQFH'LDORJV6WXGHQW)LOH
(Extended Maintenance), or
6WXGHQW)LOH3,467(GLW6ZLWFK0DLQWHQDQFH'LDORJ
Transaction PIQST10 (Requires authorization)
Functions in the Extended Maintenance Dialog for Academic Work:
Create and edit academic work records (activity documents are created)
Physically delete academic work records from the system (an activity document is created)
Create and edit module work and miscellaneous academic work, both completed and transferred
Edit certain appraisal data (see Appraisal unit)
Perform checks which guarantee technical and data model consistency (always executed).
Business checks (like VSR checks, checks in customer exits, capacity checks and booking time
limits for module work) are not executed
Note: Academic work that was changed in transaction PIQST10 can only be displayed in the
module booking or appraisal dialogue. Further changes can only be made in the Extended
Maintenance dialog.
You can access Academic Work in the Extended Maintenance transaction directly:
Menu: SLCM Extended Maintenance Dialogs Academic Work
Transaction PIQSTAW10

SAP AG

IHE102

4-32

 Main characteristics of Exchange Programs:

Represented by object type SX
Can be offered by multiple institutions which can be either external or internal Organization
Units (Object Type EO or O)
Can offer several Programs of Study (object type SC)
Can be linked directly to an Academic Calendar
You can maintain information about the academic periods that students spent at another institution,
e.g. as part of an exchange program between Universities.
Business Scenario: As part of a three-year Undergraduate program, a student is required to spend one
year studying at another institution as an exchange student.
Furthermore, you can maintain data about exchange students who come from other higher education
institutions to study at your institution. These students records are maintained with a different
student status (e.g. exchange student) which allows to set different rules, fees, etc. for them. Within
the Student File, you can maintain information about their home university with the Exchange
Program function.

SAP AG

IHE102

4-33

 Exchange Programs are administered in the Student File using the tab [Visiting Studies].
Two detail screens are provided for maintaining internal and external study data.
The ALV is defaulted to sort by incoming and outgoing studies.
Click the Icon [Create Visiting Studies] the following two options will be presented:
Create Visiting Studies (incoming students)
Create Visiting Studies (outgoing students)
The Exchange Program information is kept in the following infotypes of the Object Exchange
Program (SX):
Exchange Program Data (1713)
Description (1002)
Requirement Catalog (1778)
Relationships: Uses Calendar (A510), is Offered by EO/O (A534), contains Program (B535)
Customizing:
The IMG settings for defining Exchange Program attributes are as follows:
6WXGHQW/LIHF\FOH0DQDJHPHQW0DVWHU'DWDLQ6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF
6WUXFWXUH([FKDQge Programs
6WXGHQW/LIHF\FOH0DQDJHPHQW0DVWHU'DWDLQ6WXGHQW/LIHF\FOH0DQDJHPHQW
(GXFDWLRQDO%DFNJURXQG([WHUQDO2UJDQL]DWLRQV

SAP AG

IHE102

4-34

 Advisor (s) Tab in the Student File

The advisor assignment is/are created via Relationship/Subtype A515
Functionality allows for assignments to be delimited or deleted.
Note: In order to maintain relationships between ST (Student) and P (Advisor) after the student left
the university, the Post Processing Framework can be used: a function module
(HRIQ_ADV_ADVASSGNMT_DELETE_RFC) can be called via PPF to maintain the relationship
upon de-registration.
Note: If you have maintained an advisor prior to EHP3, you should write and run a report that
transfers that advisor relationship to the Main advisor function. If not, the Old advisor
relationship is still available in the Study Data tab.

SAP AG

IHE102

4-35

 Assignment of Advisor:
1. Select the tab [Advisors].
2. Select the Create Advisors button in the advisors overview (ALV) display.
3. A new screen pops up for creating advisor assignment.
4. Select advisor type for Person from the drop down or list box.
5. Select the advisor (advisor ID).
6. Select an advisor function and automatically the advising context type is selected.
7. Select the advising context object (Program, major, etc.).
8. Save the advisor assignment.
Customizing: IMG for 6WXGHQW/LIHF\FOH0DQDJHPHQW0DVWHU'DWDLQ6WXGHQW/LIHF\FOH
0DQDJHPHQW6WXGHQWV6HYHUDO$GYLVRUV
1. Define Advising Context:
You can define different PD (Personal Development) objects like Program of Study (SC) or
Specialization (CG), for example.
You can define table values as a context, such as Sport Types. You then have to specify the
table name and key fields.
2. Define Advisor Functions:
Create an advising function (e.g. Major Advisor) and attach the context type.
You can set an advising function as main function, but it must be then assigned to the main
advisor as well.
3. BADI: Customer Defined Checks for advisor assignment (see IMG link above):
You can maintain own business checks via this BADI: It allows for a customer-defined check
that would result in an error if the incorrect advisor is assigned to the student.

SAP AG

IHE102

4-36

 Regulations, or a request by students, may oblige you to treat student data with special
confidentiality. For example, not giving any student information to third parties if they fall under a
special privacy agreement.
A data privacy level can be assigned to the student to trigger a warning message when users access
their data. This allows to map the data privacy agreements between students and the university in the
system.
You assign the student a data privacy level (which determines the relevant privacy warning) on the
Additional Data tab page (student master data).
Privacy levels and the corresponding privacy warnings can be customized. You make these settings
in Customizing using the menu path: Student Lifecycle Management Master Data o Students o
Data Privacy Levels and Warnings.
You can also choose the transaction(s) in which the privacy warning should be displayed. A warning
is not mandatory.
When a user accesses a transaction which is subject to a privacy warning, the system displays a
dialog box containing the relevant warning. This warning must be confirmed before continuing. The
warning does not stop the user from displaying or changing data.
Note: If you want to hide data from users, you must use the authorization concept.

SAP AG

IHE102

4-37

 SAP AG

IHE102

4-38

 SAP AG

IHE102

4-39

 SAP AG

IHE102

4-40

Exercise
Unit: 4. Student Data Maintenance

At the conclusion of this exercise, you will be able to:

Create a Student

Display Student File

Change Tab Page Order in the Student File

Add an advisor to your student

A staff member who works in the Registrar Office needs to maintain

Student Master Data.

4.1 Create a Student

A student who is applying for the program of study Bachelor of Arts in History needs to be
created in the System. First step is to create Students master data.
Student Lifecycle Management Student Administration Master Data
Create
Tab
Field
Value
Personal Data
Gender
Select any gender
Title
Select any title
Last Name
Your / any name
First Name
Your / any name
Birth Date
Any data
After completing the Personal Data, set the Key Date to 01.01.1950, then continue to next
tab.
Street Address/
Enter any address and communication
Standard
Address
Communication
information
Ind. Study Data Student Group
Select from drop-down list
Assgd Org.Uni
Faculty G##
Campus
Campus SAP
SAP Menu

Click on the [File] Icon to save the student record.

4.2 Display Student File
y

Navigate to the Student File from the Student Master Data using the menu path:
Student Student File

Note down some processes that can be started from the Student File.

SAP AG

IHE102

4-41

4.3 Tab Page Order

Where in the system can you adjust the tab page order in the Student File and change the start
tab according to your personal preference?
IMG
Path

Student Lifecycle Management Master Data in Student Lifecycle Management

Students Adjustment of the Student File Adjustment of Tab Pages in the
Student File

4.4 Add an advisor to your student

Registrar is also maintaining the academic advisor for the student.

Tab
Advisor(s)

Field
Advisor Type
Advisor ID
Advisor Function
Advising Context
Start /End Data

Value
Person
Select any person
Program Advisor
BA HIST G##
Accept defaulted dates

Click on the [File] Icon to save.

4.5. Optional Exercise

Complete the data model describing relationships between Student and HR objects:

SAP AG

IHE102

4-42

Solution
Unit:

4. Student Master Data

Solution to Exercise 4.1

SAP Menu>Student Lifecycle Management>Student Administration>Master Data>Create.
On the first tab [Personal Data], enter the values provided in the exercise.
After entering the Personal Data details, click on the Date Icon (above the Student
Number) and enter 01.01.1950 in the field Key Date. Save as a default setting.
Click on the tab [Address] and complete the address and communication details with values
of your choice.
Click on the tab [Ind. Study Data].
 Student Group: select any group from the drop-down list.
 Asgd. Org. Unit: enter your Faculty G##
 Campus: select Campus SAP.
Click on [Save] to complete.

Solution to Exercise 4.2

SAP Menu>Student>Student File
a) Examples: Admission and Registration

Solution to Exercise 4.3

IMG Path> Student Lifecycle Management->Master Data in Student Lifecycle Management->
Students->Adjustment of the Student File->Adjustment of Tab Pages in the Student
File>Change Order of Tab Pages and/or Include Additional Subscreen
The tab page order is controlled by the third column Position. For example, the first tab
page is [Registration], Position 5.

SAP AG

IHE102

4-43

Solution to Exercise 4.4

SAP Menu>Student Lifecycle Management>Student File
Select your student and choose the tab [Advisors]
Click on the field Advisor Type and select Person
Click on the field Advisor ID and use the Search Function to select a person.
Click on the field Advisor Function and select Program Advisor
Click on the field Advising Context and select your Program BA HIST G##
Accept the defaulted Start and End dates and click on [Save].

Solution to Exercise 4.5 Optional Exercise

Student

ST

A502 belongs to

University (O)

Student

ST

A513 pursues

Study Object (CS)

Student

ST

A517 has study

Study Object (CS)

Student

ST

A506 completes

Module (SM)

Student

ST

B025 takes part

Event (E)

Student

ST

A515 is advised by

Employee (P)

Student

ST

A502 belongs to

Location (F)

Study Object

CS

A514 is specialization of

Program (SC)

SAP AG

IHE102

4-44

 SAP AG

IHE102

5-1

 SAP AG

IHE102

5-2

 Relevant terminology in this chapter:

Online Form: HTML, Adobe, or other input form for data entry
Remote Function Call: Secure mechanism for passing data from the form to the back-end system
Notification: Data container for application processing
Workflow Template: Master controller for admissions process
ISR Scenario: Defines characteristics (data) and actions related to application processing
Applicant Record: Same as a Student Master Record (new or existing)
Admissions Record: Specific admissions status for a Program of Study
Assessment Process: Handles any Admissions Audit

SAP AG

IHE102

5-3

 The Admission process is based on Programs of Study.

Students can apply for Admission in the following ways:
Indirectly through a central institution (UCAS in the UK, ZVS in Germany). These
institutions process the Admission applications and the university decides about the
Admission of the student based on their policy.
Directly to the University by means of a paper or web application form.
When students apply to a University, an Admission approval process is started. During the
approval process, the application is checked and a decision is made.
The Admission process can take place as result of recruitment activities of a University. The
recruitment process begins when a prospective student first contacts the institution and ends with
the enrollment of the student at the University.

SAP AG

IHE102

5-4

 SAP AG

IHE102

5-5

 The automation of the Admission process allows the University to process straightforward cases
automatically with the system performing the Admission checks.
Integration of web-based Admission applications allows an easy application procedure for applicants
and less effort for administrative staff.
Cases in which general Admission criteria are not fulfilled are directed to an Admissions officer who
handles them manually
Admission records can have Assessment Processes attached (i.e. mandatory admissions audits,
Audit Type 4000)
Student Lifecycle Management supports the automation of Admission processes and execution of
Admission steps in the background through a workflow. A workflow template is delivered for
handling the undergraduate admissions process, including resolution of possible duplicate records.
If an automation of the Admission process is required, you have to take care for the interfaces to
other systems. This might for example be relevant for interfaces which receive standard Admission
tests such as SAT in the US. External systems may be country-specific, for example, for clearing
institutions such as UCAS in the UK. Furthermore, it might be required that the system supports
transcript exchange between schools and higher-education institutions.
Student Lifecycle Management delivers the following interfaces:
UCAS interface (country-specific)
Transcript exchange (see information about Student File external transcript)
BC sets are provided to accelerate the configuration of admissions-related processes. For details
regarding this and the Admissions workflow in Student Lifecycle Management please check the
Admissions Cookbook which is available on the Business Process Expert (BPX) platform for Higher
Education: www.sdn.sap.com/irj/bpx/highered Knowledge Center Key Topics Student
Lifecycle Management Best Practices, Implementation Guidelines, and Tutorials Admissions
Cookbook for Student Lifecycle Management.
SAP AG

IHE102

5-6

During the Admission approval procedure, various checks must be performed:

Formal checks:
Has the application been received in time?
Does the application contain all required information?
Has the applicant submitted all necessary documents?
Has the applicants identity been validated?
Academic checks:
Does the applicant fulfill the minimum Admission prerequisites for a University (for example,
does the applicants academic history meet the prerequisites and has the applicant passed the
required Admission tests)?
Does the applicant fulfill the additional prerequisites for the requested program or program type
(for example, special assessments, interviews, grades, etc.)?
Check capacity restrictions: If the capacity of a program is limited, not all applicants who fulfill the
prerequisites can be admitted:
Check whether the capacity of the program of study is limited / not full yet.
Define selection criteria and sort the list of applicants accordingly.
Define due dates when students are selected and additional due dates to fill in free seats.
Before creating an Admission application, the system checks if other applications for the same
student or Program and period exist.
The system runs a duplicate check for existing students when it creates a new record from the
application. Function module HRIQ_STUDENT_SIMILAR_POPUP2 checks name, birth date, and
student number.
SAP AG

IHE102

5-7

 An attribute in the master data of the programs of study indicates if the program is admissionrestricted or not. If it is admission-restricted the registration process checks if the student has an
Admission to the program of study. If this is not the case, registration will fail.
Attributes referring to the Admission process are maintained in: relationship 530.
Student Lifecycle Management supports the Admission process from beginning to the end. The ISR
(Internet Service Request) is used within the application. If a workflow has been set up, different
activities can be triggered when an application is received and/or when the Admissions officer
executes different tasks. For example, these activities can start a transaction to create applicant
master data in the Student File.
When a students application for Admission and the required documents are received, Admissions
officers can create the student master record using the Student File. External achievements that
students have accomplished at other educational institutions can be entered. Documents can be
attached to the Student File using SAP Records Management.
Admission requirements will be checked against the applicant data if rules have been defined. For
administering the check of requirements, the concept of audits and assessments can be used. In the
[Admissions Tab] on the Student Files, an Admission audit can be performed. The result then leads
to the approval or rejection of the Admissions application.

SAP AG

IHE102

5-8

 Note: Application (notification) Processing is separate from the admissions record (although they
can be linked).
You must create and assign a number range to your Notification Type before you can save a
notification. Use IMG Path: Cross-Application Components Notification Notification Creation
Notification Type Define Number Ranges.
Also you need to set up screen areas/layouts for notification processing via IMG Path: CrossApplication Components Notification Notification Creation Notification Type Define
Screen Templates Define Screen Areas and Tabs.
You can check the contents of your notification with RFC HRIQ_SCM1_READ_RF.

SAP AG

IHE102

5-9

 If an appropriate Self-Service has been set up, the applicant can:

Change Admission application
Withdraw Admission application
Accept an Admission offer
Decline an Admission offer
Reverse decision of withdrawal or declination
In the Student File, the admission officer can process Admission applications and work on the
Admission process directly from the [Admission Tab]:
Create, change and delete Admission application
Execute Admission, such as reject or approve an Admission application
Undo rejected admission application
Change Admission (change of program in Admission, undo Admission)
Actions initiated by the applicant can also be performed directly in the Student File, such as
Withdrawal of Admission Application, Declination of Offer and reversal of these decisions.
The cancellation of the Admission application is supported

SAP AG

IHE102

5-10

 When an Admission application has been denied (rejected by the University or declined by the
student), the status of this Admission application is set to rejected/withdrawn. To differentiate
whether the rejection was initiated by the University (reject application) or by the applicant
(withdraw application or decline offer), the status supplement field is used. This field will only be
filled if the Admission application was withdrawn or the Admission was declined: In case of status
rejected/withdrawn + field status supplement =
empty: the University has rejected the Admission
Admission application withdrawn: the application was withdrawn by the student
Admission declined: the Admission offer was declined by the applicant
An activity is provided for each process step, e.g. Withdraw Admission Application (AD13).
When an activity is performed, an activity document is created.
Activities permitted by the system depend upon the Admission application status:
Created status: Withdraw Admission application activity
Approved status: Decline offer of Admission activity
A self-service Web Dynpro is available for applicants to see the overall status of submitted
admissions applications (PIQ_ST_ADMAPPLICATION). You can allow the system to
automatically determine the applicant from the User ID. This Web Dynpro links to the Admissions
Audit Self-Service Web Dynpro and only shows admissions data that is based upon a Notification.
Admissions entries created directly in the Student File will not appear.
Enrollment Confirmation: SLCM contains an Adobe PDF-based form, that can be included in an
applicant's acceptance packet. The correspondence form allows accepted applicants to confirm their
upcoming enrollment at the University by paying a deposit. In that case you need to maintain the
Time Limit for the Enrollment Deadline via SLCM Processes in SLCM Admissions,
Registration, and De-registration Admission Create Time Limit for Enrollment Confirmation
Fee. Note that you must handle the actual fee processing on your own.
SAP AG

IHE102

5-11

 The Admission audit is explained in detail in the: Audits.

Overview:
The Admission Audit functionality has to be activated explicitly per program of study by setting
the indicator Use Assessment Process.
You can perform admission audits by creating an assessment process with the requirements for
each admission application. Customer status can be used for each step within the application
processing.
Assessment processes link requirement profiles and audit runs for process step completion.
Checklists are represented by requirement profiles
If an assessment process has been defined, the system can automatically recognize and dun
outstanding requirements (missing documents) by marking requirement elements as relevant for
dunning for Audit Type 4000 (Admission).
You can create a dunning notice with the dun inbound correspondence function which is available in
the Print Workbench. You can also use all of the other setting options that this tool offers.
The integration with Records Management offers institutions the possibility to create a file for
students in SAP Records Management to manage inbound and outstanding documents. The process
to generate such a file is started in the student file of Student Lifecycle Management. In Records
Management, documents can be associated directly via Load Local File, or scanning etc.
Records Management has to be activated separately in customizing and must be explicitly activated
per program of study. If it is not activated in customizing, there wont be any impact.

SAP AG

IHE102

5-12

 SAP AG

IHE102

5-13

 SAP AG

IHE102

5-14

Example Scenario of an admissions process via online Admission application:

Andrew wants to study at the University of his choice. On the University website he finds the
Admissions office page with a web application form. He fills out the form and sends it to the
University. He receives an e-mail reply confirming receipt together with a link to his application. He
checks the application again and finds an error, which he corrects and sends it back.
The Universitys Admissions officer gets a notification in his workflow inbox informing him about a
new application. He opens the application data, takes a look at the original web application (already
the corrected version) and sees that the applicant forgot to specify the school from which he received
his final diploma. Within the application scenario, he sends an e-mail note to the student asking him
to provide the missing information. Then he creates an applicant record, which is supported by the
system, i.e., data from the application is used to create the application record as master data in the
system. When he receives the missing information, he starts the automatic rule checking process. He
immediately receives a message according to which the grade on the final diploma is below the set
minimum for the program the student applied for. He rejects the application, but sends the applicant
a note saying he could apply for another program with less stringent Admission requirements.
Andrew receives the rejection letter. He decides to apply for a different program and creates a new
web application.
The Admissions officer receives the new application. While attempting to create a new master
record, the system detects that a master record already exists for this applicant. A duplicate check
identifies the original (first) application of Andrew. The Admission officer has to decide if the
existing master record belongs to Andrew. If it does, no other student master record is created. If the
officer decides the existing applicant master record does not belong to Andrew, the system creates a
new record.
The remaining activities are done as described above.

SAP AG

IHE102

5-15

 The Internet Service Request (ISR) is a toolset for creating web-based applications that integrate
directly with SAP ERP.
The Admission application is delivered as Interactive Form (Adobe). You can use the Adobe Forms
for ISR scenarios. Student Lifecycle Management includes an example form for Adobe PDF Forms
(ISHERCM_ISR_ADM_TMPL_PDF).
Prerequisites:
The relevant ISR Customizing and form creation must have been completed.
Assign your form to the entry type in the web Adobe PDF.
Use of Interactive Forms (Adobe PDF)
Design application form
Publish it on the web via ITS
Define ISR scenario:
When you define ISR scenarios, you can specify that an Adobe Form should be used to enter
application data. You define the ISR scenario in Customizing for Internet/Intranet services under:
Cross-$SSOLFDWLRQ&RPSRQHQWV1RWLILFDWLRQ1RWLILFDWLRQ3URFHVVLQJRQWKH,QWUDQHW
Define Scenarios.
The entry type in the Web is Entry using Adobe PDF. You assign your form against this.
Student Lifecycle Management also contains an HTML page with an example ISR Admission
(Scenario PIQCMADM_DE). Customers will need to define their own HTML.

SAP AG

IHE102

5-16

 Business Add-Ins (BADIs), Business Application Programming Interfaces (BAPIs), and Remote
Function Calls (RFCs):
BADIs are used to generate selections that retrieve content from SAP ERP and to perform data
validation in the web application.
BAPIs and RFCs allow for the exchange of data between the BDS and Student Lifecycle
Management. These are used to implement notification actions and tasks.
Business Document Service (BDS)
In-progress applications are stored as XML files in the BDS.
Student Lifecycle Management
Application content is transferred from the BDS to Student Lifecycle Management as part of
notification processing.
Internet Transaction Server (ITS)
ITS hosts the Internet Service that makes the web application available to the public.
ISR Scenarios
ISR Scenarios are created in SAP ERP using the transaction qisrscenario and are published in
the ITS.
The HTML templates that comprise the web application are defined here.
Notifications
A notification is created when an application is submitted.
The notification type is defined in the IMG. It specifies post-processing of the application,
including who receives the notification, the layout of the SAP Business Workplace screens, etc.
SAP Business Workplace
Application processing takes place in the context of the Business Workplace.
Workflow
A generic ISR workflow is triggered when the notification is created. It is also possible to use a
customer workflow.

SAP AG

IHE102

5-17

 SAP AG

IHE102

5-18

 SAP AG

IHE102

5-19

 SAP AG

IHE102

5-20

Exercise
Unit: 5. Admissions

At the conclusion of this exercise, you will be able to:

Create and approve an admission application

Change attributes of the approved application

Undo an application.

A staff member who works in the Admissions Office needs to maintain

applicant data. Note: The admission process in Student Lifecycle
Management refers to a specific Program of Study (not the institution!).
Perform the following exercises to get an overview of the different
actions relevant in the admission process in Student Lifecycle
Management.

5.1. Admission Application

For the student who is applying for the program of study Bachelor of Arts in History the
admission officer needs to maintain admission application. The admission officer is also
approving the application and changing attributes if necessary.
Note: Make sure you use current year and session and date today is part of that session.
a.

Create an admission application for your student to one of your Programs of Study.

SAP Menu

Student Lifecycle Management Student Student File

Tab

Field

Admissions

Choose the option Create Admission Application

b.
c.
d.
e.

Value

Program of Study

BA HIST GXX

Academic Year / Session

Current Year / Session

Approve the application.

Change some of the attributes of the approved application.
Undo the application.
Analyze the activity documents created by the system.

SAP AG

IHE102

5-21

 SAP AG

IHE102

5-22

Solution
Unit:

5. Admissions

Admission in the Student File

Solution to Exercise 5.1
y SAP Menu>Student Lifecycle Management>Student File
y Select your student and choose the tab [Admission]
y Click on the [Create] icon and choose Create Admission Application.
y Select a Program of Study.
y Select the current Academic Year / Session.

Solution to Exercise 5.2.

Follow the menu path of 5.1.
y To approve: Select the Green Flag.
Solution to Exercise 5.3.
Follow the menu path of 5.1.
y To change: Select the Change Icon.
y To change the Program: Select the Green Arrow
Solution to Exercise 5.4.
Follow the menu path of 5.1.
y To Undo: Select the White Flag
Solution to Exercise 5.5.
Follow the menu path of 5.1.
y Select the tab [Activity Documents] to view the changes.

SAP AG

IHE102

5-23

 SAP AG

IHE102

5-24

 SAP AG

IHE102

6-1

 SAP AG

IHE102

6-2

 SAP AG

IHE102

6-3

 SAP AG

IHE102

6-4

 SAP AG

IHE102

6-5

 You can store the external educational history of applicants entering from high school as well as
those transferring to your institution from post-secondary institutions.
The external educational history can be used as input for:
Admissions requirements: Admissions requirements can include school degrees, specific school
subjects or results from a former higher educational career.
You can use the equivalency determination tool to acknowledge academic work done at external
institutions for your internal academic requirements.
Detailed process steps to maintain transcript data via WebDynpro
PIQ_MAINTAIN_TRANSCRIPTS:
Select student
Display transcripts (incl. EO, category e.g. Undergraduate, issue date, status)
Edit transcripts
Edit basic data
Edit subjects
Edit qualification
Edit transcript
Review and save
Completed
Note: External Organizations, External Subjects and External Qualifications must already exist in the
system or be created prior to entering the transcript data.

SAP AG

IHE102

6-6

 External Organizations can also refer to testing agencies from which universities receive the test
score results of prospective students.
Transcript data that can be stored in the system includes:
Issuing and transmitting organizations (object type EO)
Transcript category, status, issue date
Registration period of student at the ext. organization
Grade averages as shown on original transcript
Credit totals as shown on original transcript
Additional academic information (e.g. rank in class)
Degrees and/or qualifications attempted and earned, including grade (EQ)
Specialization or program as discipline (CIP codes)
Academic sessions the student was registered for (registration record)
Stages the student was registered for
Subjects taken, including original grades and credits
Session in which subjects were taken
Coded notes (e.g. disciplinary record)
Free comments

SAP AG

IHE102

6-7

 Customizing paths for maintaining data of External Organizations:

Master Data in Student Lifecycle Management (GXFDWLRQDO%DFNJURXQG External
2UJDQL]DWLRQV Set Up Category Classifications and Set Up and Classify EO Categories.
Coding Systems: Many countries have one or more directories listing the schools, universities, and
other academic institutions within the country. These institutions each have their own unique
identification code and are required to report according to different systems (FICE, IPEDS, DUNS,
in the US). In Student Lifecycle Management, this is referred to as a coding system. You can assign
up to 2 codes referring to different coding systems to an EO. You can use the codes associated with
your primary coding system to uniquely identify each EO by placing it in the object abbreviation.
Additional codes can be assigned in the External Organization Data infotype (1757).
IMG foU6WXGHQW/LIHF\FOH0DQDJHPHQW Master Data in Student Lifecycle Management
Educational BackgURXQG([WHUQDO2UJDQL]DWLRQV Set Up Coding Systems.
Accredited external organization: You can indicate if the institution is accredited by your university.
This may be a requirement of your institutions equivalency determination rules. Go to SAP Menu
foU6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH([WHUQDO$FDGHPLF6WUXFWXUHV
External Organization.
Maintain Grading Scales and Credit Types: Go to SAP Menu for Student Lifecycle Management 
$FDGHPLF6WUXFWXUH([WHUQDO$FDGHPLF6WUXFWXUHV External Organization.
Address Data: The external organization object is assigned to a country in the address data, which
can be used for derivation of grading scales. The EO does not use central address management. The
address is stored in the Address infotype (1028) of the EO. The country specified in the address data
is used if grading scales are derived via the country assignment. Go to SAP Menu for Student
Lifecycle Management Academic Structure External Academic Structures External
Organization.
Contact Person: You can maintain a contact person and assign up to three communication types in
the Contact Persons infotype (1756) at SAP Menu for StuGHQW/LIHF\FOH0DQDJHPHQW Academic
Structure External Academic Structures 6HOHFW([WHUQDO2UJDQL]DWLRQ Contact Person.

SAP AG

IHE102

6-8

 Customizing Path: Master Data in Student Lifecycle Management Educational Background

External Subjects.
Academic level (infotype 1760): Determines the level of difficulty of the subjects learning content level 1, 2, 3, 1st year, 2nd year, 3rd year, graduate, pre-university, etc. (compare to module level).
Categories (infotype 1760): Categories for the method of instruction used for external subjects
seminar, workshop, high school subject, technical subject, etc. (compare to module category).
Disciplines (infotype 1744): Used to define all possible fields/areas of study that you want to assign
to the external subject (The use of CIP - Classification of Institutional Programs - taxonomy for
disciplines used in North America is supported). The same disciplines are assigned to CQ, EQ, SM,
CG and SC.
Relationship 508 offers between EO SU: You can enter a special grading scale for external
subjects as additional data of the relationship. This grading scale overrides the general grading scale
defined for the EOs (infotype 1755). You can set a "default flag on the relationship between SU
and EO. When you enter a transcript which has been issued from this specific EO in the student
master data, the flagged subjects can automatically be defaulted to the transcript (useful e.g. for high
schools and their set of subjects).
Note regarding Generic EO and SU:
You can set up dummy external institutions (EO)/subjects (SU) for certain scenarios:
International students for whom you dont have to store detailed external data
High schools for which you can use standardized subjects
You can define a default set of subjects for an EO. When entering a transcript from this EO,
those subjects are automatically defaulted. In this case, it can be appropriate to define generic
school subjects and attach those as default sets to the EOs.

SAP AG

IHE102

6-9

 External qualifications (EQ) are qualifications that students have acquired from external
organizations. External qualifications can be considered equivalent to modules or internal
qualifications (see Equivalency Determination).
They are designed similar to the internal qualifications. Attributes you can maintain are:
Qualification group: Defines the group to which the internal or external qualification belongs
Qualification discipline: Defines the discipline (field of study) assigned to the internal or external
qualification
Degree type: Type of degree, for example High School Certificate, Bachelor, Master, PhD, etc.
Degree level: Defines the standing of a degree, for example undergraduate, graduate
Academic scales: Defines the academic scales used to rate the qualification in relation to the EO
Before you can create external qualifications, you have to maintain the necessary settings in
Customizing for Student Lifecycle Management under:
Master Data in Student Lifecycle Management Qualifications

SAP AG

IHE102

6-10

 The student file can store the following master data related to external educational history:
Detailed information about any school history of an applicant as well as detailed information about
any higher education pursued can be stored in infotype External Transcripts (1719).
Detailed information about any test results (standard tests) of an applicant can be stored in infotype
External Tests (1721).
Further information about former work experience can be stored in infotype Employment (1718)
To enter the external educational history, go to:
Student File from the SAP Student Lifecycle Management menu. Select a student from the object
manager and then choose Student Maintain Master Data from the menu.
Student Administration Master Data Change from the SAP Student Lifecycle Management
menu, and select a student from the object manager.
Transaction PIQST00 (Student File), select a student and choose Student Maintain master data
from the menu.
Transaction PIQSTM (Maintain Student Master Data) and select a student.
Information about external transcripts and tests is accessed from the Ext. Achievements tab.

SAP AG

IHE102

6-11

 The external educational history within the student master record contains three tab pages:
Overview of transcripts
Overview of test results
Calculated average grades across transcripts
From the tab pages, you can access individual transcripts or test results and
Create data
Change data
Display data
The External Academic Achievements infotype in the student master allows you to:
Enter and maintain the external educational history of a student by entering external transcripts
and test results
Automatically calculate performance indicators per transcript like
Average grade per transcript
Sum of earned credits per transcript
Automatically calculate performance indicators across transcripts like
High School total average grade (across all high school transcripts)
Total credits earned in higher education institutions (across all university transcripts)
If you do not want to store all the information defined in the transcript concept in the system, you
can hide certain tab pages. For example, if you do not need to store grade averages, you can hide the
average overview tab page.
If you want to change the layout of tab pages, you must set a new transaction or screen variant. More
information can be found in the Online Help documentation: https://help.sap.com SAP Library
SAP NetWeaver by Key Capability Application Platform by Key Capability ABAP
Technology ABAP Workbench (BC-DWB) Changing the SAP Standard (BC) Transaction
Variants and Screen Variants
SAP AG

IHE102

6-12

 To enter transcript data follow the SAP Menu path: Student Lifecycle Management Student File,
or transaction PIQST00/PIQSTM:
Select the Ext. achievements tab page. On this tab page, select the Ext. transcripts tab page and
choose Create. Enter the transcript data in the dialog box which appears.
Student Lifecycle Management offers an RFC-enabled function module for entry of transcripts for
existing or new students via an electronic interface:
HRIQ_TRANSCRIPT_CREATE in function group HRPIQ00TRANSCRIPTRFC. You can use
this function module to create new transcripts.
SLCM also offers an RFC-enabled function module and a BAPI for entry of transcripts for students
who do not exist in the system or whose data do not match the input data:
BAPI_STUDENT_CREATEFROMDATA3 in function group HRPIQ00STUDENTBAPI for
creating new student master records. Set up your external educational structure via the menu
path: SLCM Academic Structure External Academic Structures.
You can use the following relationships to define the specified activities:
EO belongs to EO (003): define a hierarchy of EOs
SU is offered by EO (508): define which subjects are offered by which EO
EQ is offered by EO (508): define which qualifications/degrees are offered by which EO

SAP AG

IHE102

6-13

 You can either:

Create specific subjects for each course and link these to only one external organization (for
example, a university course for which you require the exact title and code)
Create subjects which serve as a generalization and can be linked to several external
organizations (for example, a school subject for which you do not require the original title, code,
etc.)
The automatic transfer flag which can be set for the relationship between subject and external
organization (508: is offered by) defines whether a subject can be defaulted automatically into a new
transcript from a certain EO.
To enable easy retrieval of external institution data and classification of transcripts, you must
maintain an EO category and a category classification.
For example, Category = Public University

Classification = University

You can report on external educational data via the issuing external institutions (EO). When defining
EOs, you can enter two different codes based on different coding systems. You can define your
internal coding system and the one you require for legal reporting (for example, FICE code). See
also the Chapter: Academic Structure and Class Scheduling.

SAP AG

IHE102

6-14

 The conversion of grades from one grading scale to another is based on the SLCM grading scale
concept (see Grading unit) and is performed automatically. The credit type conversion from external
to internal format is also done automatically.
If you want to overwrite a converted grade or credit, you have to activate the overwrite flag in the
transcript. When a grade or credit has been overwritten, it is displayed and stored as overwritten and
cannot be automatically converted again unless you deactivate the overwrite flag.
The grade point average (GPA) is calculated at defined calculation points, delivered by SAP. You
have to implement a BADI to calculate grade averages for external transcripts. The BADI has to be
attached to one of the available calculation points which are:
3 calculation points for display of GPAs on single transcripts under results total
6 calculation points for display of GPAs on the Average Grades tab page of the Ext.
Achievements tab page in the student master data
SLCM delivers BADIs for calculation of averages (weighted average per transcript, weighted
average across all transcripts, average based on a defined set of external grades, such as all EOs with
same classification, all subjects, etc.). Customizing Path: IMG foU6WXGHQW/LIHF\FOH0DQDJHPHQW
6WXGHQW/LIHF\FOH0DQDJHPHQW Master Data in Student Lifecycle ManDJHPHQW3HUIRUPDQFH
,QGH[HV Average Grades for External AcDGHPLF:RUN BAdI: Average Grade Calculation.
In the additional data of the subject/external organization relationship (508: is offered by), you can
set the core subject flag. This flag can be evaluated during GPA calculation. When you flag a subject
as core, you define that this subject should be included in the GPA. Non-core subjects can then be
excluded

SAP AG

IHE102

6-15

 Academic scales which are used to rate grades can differ from one institution and country to another.
SLCM supports flexible derivation of academic scales for the grades entered in an external
transcript. When you enter an external transcript in SLCM, you first have to choose the external
organization from which the transcript was obtained:
If the external organization is assigned (relationship A508 offers") an external subject (SU) or
an external qualification (EQ), the system checks if an academic scale is assigned to SU or EQ. If
it is, the system uses this scale to rate the grade.
If no scale is assigned, the system determines whether an academic scale is assigned to this
external organization. If it is, the system uses this scale to rate the grade.
If the system finds no academic scale for the external organization in question, it determines
whether the higher-level external organization is assigned an academic scale. If it is, the system
uses this scale to rate the grade.
If no scale is assigned here, the system determines whether a country-specific scale is assigned to
this external organization. If it is, this scale is used to rate the grade.
If a country-specific scale is not assigned, the system determines whether a standard scale is
specified for the external organization in table T7PIQSWITCHVALUE. If it is, this scale is used
to rate the grade. If it is not, the system scale is used (0-100.000)
The grading scale which the system derives can be overwritten at the subject or qualification level
within the transcript. In the transcript, the grades and credits are displayed in the original grading
scale and credit type and in the internal grading scale and credit type. The system automatically
converts from one scale and credit type to another.

SAP AG

IHE102

6-16

 You can define internal and external credit types.

The credit type CRH credit is defined as standard credit type for internally offered objects.
You can define as many credit types as you want for external results.
You can assign a credit type to each external organization, which is then defaulted for subjects
offered by the EO. You can also enter the credit type when entering a subject from an external
transcript.
You can define the factor for conversion between the standard internal credit type and external
credit types.
You define credit types and conversion factors in Customizing using the IMG path: SLCM
Master Data in Student Lifecycle Management Credits Set Up Credit Types.
Note: Different credit types are only supported for external results. For internal objects, you have to
use one standard credit type CRH.
Grade Symbols, Grading Scale, Credit Types: You can enter the grade symbols (I Incomplete, IP
In Progress, W Withdrawn, A Audit, etc.) used by the EO, and assign an equivalent symbol
which you use internally to these. Additionally, you can attach the grading scale (with numeric
values) which is normally used by the EO (for example, grade 1 4). Both values will be available
when you enter results (=grades) within a transcript. Finally, you can define the credit type the
institution generally uses for its courses (for example, semester credits).

SAP AG

IHE102

6-17

 Test results are stored in student master data in the External Test Results tab (infotype 1721)).
Explanation of the test header:
A test can be redone by the student several times; therefore the student may submit several test
results for the same test. You must create a new test result for each result the student submits.
You can identify the different test results by the test date.
Some tests have a limited validity (for example, admission tests). Optionally, you can also store
year and session for which a test is valid.
You can enter total test results, two total test percentiles and flag the test as passed, if applicable.
For each test, you can also enter subtest results and percentiles. The subtest types allowed per test
type are customizable.
To enter a new test result for an existing student manually, go to the menu > Student Lifecycle
Management Student File, or transaction PIQST00/PIQSTM) and:
Select the Ext. Achievements tab page. On this tab page, select the Ext. test results tab page and
choose Create. Enter the relevant test result data in the dialog box.
SLCM offers RFC-enabled function modules for entry of test results for existing or new students via
an electronic interface (Function group HRPIQ00TESTRESULTSRFC. Use them to create new test
results, delete and display existing test results.

SAP AG

IHE102

6-18

 Test results can be submitted by students themselves or by testing agencies which transfer the test
score results of applicants or issue standardized tests such as TOEFL tests or Admissions tests like
ACT/SCT.
Before you can enter a test result, make the required settings for maintenance of external test results.
You set up the different types of external tests you want to maintain in the system by defining the
layout of each test type in Customizing for Student Lifecycle Management -> Student Lifecycle
Management Master Data Educational Background External Academic Achievements
External Test Results.
Define the test types you need so that you can enter test results for students (ACT Test, TOEFL
Test, etc.).
You can assign subtests to the test types, that is, the elements which are graded on a test (subtests
= elementary Algebra, and Trigonometry).
Define the composite/total scores (= results) by attaching grading scales appropriate to each test
type and/or subtest type.
Link each test type to the source testing agency (external organization), for example ACT
Organization for ACT Test Type.
Maintain the sources of external test results under Set Up Sources of External Test Results.
Define the ways in which external test results can be submitted (manual input, electronic feed,
etc.)
When you enter a new test result for a student, you specify the test type. The system displays the test
layout you defined for this test type.

SAP AG

IHE102

6-19

 SAP AG

IHE102

6-20

 SAP AG

IHE102

6-21

 SAP AG

IHE102

6-22

 You can store university regulations, that is, store which external work can be accepted as transfer
work, either:
with equivalent internal work
without equivalent internal work (only accepting the credits)
The regulations depend on the external institution which offers the external work. When performing
transfer articulation, you can access input from the regulation table. The content of a transfer
agreement are transfer regulations.
Inheritance:
You can only maintain agreements for the EO from which the agreement originates. The
agreement maintenance screen shows which transfer regulations are maintained directly at the
selected EO and which are inherited.
All transfer regulations which are found at an EO or higher-level EO are taken into consideration
in transfer articulations.

SAP AG

IHE102

6-23

To maintain transfer agreements, you:

Select an external organization (EO) with which the agreement has been negotiated.
Enter agreement details:
Choose external work: subjects (SU) or external qualifications (EQ)
Choose equivalent internal work: SM, CQ or credited work (CW)
Combine both to a transfer regulation (n:m relation)
Define details for each transfer regulation:
Name and 2 different search values (fields with free text)
Priority (in case of agreement conflicts, that is, if more than one transfer regulation is possible)
Validity date of transfer regulation
Period in which external work has to be taken
Details for the external work (source):
Minimum grade (must be obtained by external work or agreement is not applied to student)
Details for the internal work (target):
Program type (optional => will be used for program type progression)
Choose if credits are transferred and if grade is transferred
Define the default credits to be transferred and if graded credit is transferred

SAP AG

IHE102

6-24

 The modules and qualifications offered by the program a student is registered in, provide the initial
target list of internal modules and qualifications that can be defined as equivalent to external
subjects or qualifications. You can also access the complete module catalog and look for target
modules or qualifications outside the registered program.
The external academic achievements which are stored within a student transcript as external subjects
or qualifications provide the external source list of external subjects or qualifications for which an
equivalency can be determined.
It is possible to create the following equivalency combinations:
Subject (1-n) to module (1-n)
Subject (1-n) to internal qualification (1-n)
External qualification (1-n) to internal qualification (1-n)
External qualification (1-n) to module (1-n)

SAP AG

IHE102

6-25

 Load Transfer Articulations (=Regulations) and External Subjects

A report is delivered which takes as input a tab-delimited file and creates external subjects and
transfer articulation rules as a result.
The file allows for one-to-one, many-to-one, one-to-many, and many-to-many rules.
It also allows for minimum grades, completion date range requirements, credit transfer, and
grade transfer.
Load Transfer Regulations and External Subjects
Maintain Data in Excel File
Excel File DES_TransferAgreementUploadFile_V05.xls
Save as tab delimited text file
To run report: RHIQ_AGM_DT
Select EO to be loaded
Select tab delimited File
Execute
To automatically handle complex (many-to-many) articulation rules, a BadI is offered: IMG 
6/&0 Processes in Student Lifecycle Management (TXLYDOHQF\'HWHUPLQDWLRQ BAdI:
Grade Conversion for Complex Transfer Agreement.

SAP AG

IHE102

6-26

 Web Dynpro for portal view on transfer regulations: PIQ_AGM_SEARCH

EO: Shows all regulations for that EO
SM,CW or CQ: Shows specific regulations by object selected
SU or EQ: Shows specific regulations by object selected
Selecting the Advanced Link on the far right allows for more detailed search criteria

SAP AG

IHE102

6-27

 Credits as transfer credits:

Transfer credits can be categorized, for example, based on a discipline: Humanity credits
Transfer credits can count for progression, degree audit and prerequisite checking
Possible relationships for the credited work object (CW):
CW O

501 is offered

CW SC

500 belongs to

CW CG

500 belongs to

CW ST

506 is completed by

SAP AG

IHE102

6-28

 You can use the standard module booking or academic history overview to display the work which
has been transferred by external achievements.
Transfer articulation results can be displayed in detail via transfer articulation transaction:
All details are stored for the transfer articulation
No history log
An overview of all transfer articulation runs (which includes header and administrative information)
is stored and available on the Activity Documents tab page in the student file.
The activity documents which contain the ED results can be archived:
ED results should be archived only after the students main record has been archived.
Archived activity documents can be reloaded.
When an ED result has been archived, it should not be changed before the archived activity
documents are reloaded as the change would overwrite the previous result.

SAP AG

IHE102

6-29

The results of the transfer articulation are kept in the following way:
1) If you determined equivalent internal modules (SM) for the external work:
The module booking relationship 506 is created. The transfer flag is set in the additional data
indicating that the module was acknowledged via transfer work and not taken at the current
institution.
Booking details are stored, similar to what is stored in the additional data of relationship 506
which is created when the module is booked internally.
2) If you determined equivalent internal qualifications for the external work:
Relationship 532 "fulfils" is created between the student (ST) and one or more internal
qualifications (CQ).
As additional data, it carries the transfer flag, indicating that this qualification was acknowledged
via transfer work.
3) If you determined only transfer credits without any internal equivalent for the external work:
Relationship 506 completes" is created between the student (ST) and the selected credited work
object (CW).
As CW is structured similar to SM, the number of transferred credits is entered in an appraisal
which is created for that purpose in the background for the CW.

SAP AG

IHE102

6-30

 The external qualification must be attached to external organization or inherited from a higher-level
organization
Users can enter year and session of when they attended the external organization (optional)
User mark those subject(s) they have taken and add the grade they received
ED simulation with manual input can be done with Web Dynpro: PIQ_EDS_EXTW
Two ED views are available
Student Mode: PIQ_EDS_EXT_STUDENT
Advisor Mode: PIQ_EDS_EXT_ADVISOR (linked to advisor portal)
The Advisor view contains an extra step for entering an external qualification
Advisor mode allows to manually resolve conflicting transfer regulations
Calculation point EDSM is delivered for total transferred work to be displayed in the portal
User Interface offers high flexibility: Via right mouse click columns which are not needed can be
hidden.

SAP AG

IHE102

6-31

 External academic structures are customized in the IMG of Student Lifecycle Management
Master Data in Student Lifecycle Management Educational Background.
Transcript settings are customized in the IMG at Student Lifecycle Management Master Data in
Student Lifecycle Management Educational Background External Academic Work
External Transcripts.
Equivalency Determination is customized in the IMG of Student Lifecycle Management
Processes in Student Lifecycle Management Equivalency Determination.
Priorities of Conflicting Regulations can automatically be compared via IMG:
Customers can build their own BAdI implementation or activate one of the defaults provided by
SAP
IMG: Student Lifecycle Management Processes in Student Lifecycle Management
Equivalency Determination Automatically Compare Priority of Transfer Agreements
Use a Default BaDI
1. IHRPIQ00ED_AGMPRIO_COMP_NUM01
Numeric Priority: Larger number has lower priority.
2. HRPIQ00ED_AGMPRIO_COMP_NUM02
Numeric Priority: Larger number has higher priority.
Build your own BaDI
NOTE: You must NOT activate more than ONE implementation!

SAP AG

IHE102

6-32

 SAP AG

IHE102

6-33

 SAP AG

IHE102

6-34

 Performance indicators are calculated and displayed at defined calculation points. Student Lifecycle
Management provides calculation points which can be used by performance indicators. These are:
3 calculation points for calculation and display of performance indicators on single transcripts
under "results total
6 calculation points for calculation and display of performance indicators on the Average Grades
tab page of the Ext. Achievements tab page (infotype 1719) in the student master
The calculation points of the SAP standard system are predefined and are not extendable. You
can create new calculation points for customer enhancements. Calculation points may be used
only once in a program. Multiple use of calculation points is not possible.
Student Lifecycle Management delivers BAdIs for calculation of averages:
Weighted average per transcript, weighted average across all transcripts, average based on a
defined set of external grades, such as all EOs with same classification, all subjects, etc.
In the BAdI, you must select the required data ( academic performance indices: input data is
provided by the application which calls the academic performance index).
You can change the name for a performance indicator displayed on the transcript/average grade
tab in the BAdI.
You can define your own calculation algorithms in customer enhancements.

SAP AG

IHE102

6-35

 To set up performance indicators, you have to perform the IMG activities under the path: Master
Data in Student Lifecycle Management Average Grades:
Implement the calculation algorithm using a business add-in (BAdI) in Set Up Average Grade
Calculation. SAP delivers sample implementations for:
Grade point averages (GPA)
Total number of credits
Note: Only use the BAdIs that refer to data in the external transcript.
Attach the calculation BAdI to a calculation point in Combine Calculation Points with Average
Grade Calculations
You can define the calculation and display scale. If no scale is defined, the system uses the
standard scale defined in the IMG view: Master Data in Student Lifecycle Management
Academic Scales Define Standard Scales.
In the additional data of the relationship 508 is offered by/offers between the subject and external
organization, you can flag a subject as core to include it in the calculation of performance
indicators.
When you flag a subject as "core, you define that this subject should be included in the
performance indicator. Non-core subjects are not included.

SAP AG

IHE102

6-36

Exercise
Unit: 6. External Work and Equivalency Determination

At the conclusion of this exercise, you will be able to:

Create External Transcripts

Change attributes of the approved application

Undo an application.

A staff member who works in the Registrar Office needs to maintain

external academic work of a student.

6.1

External Transcripts

The student who is applying for the program of study Bachelor of Arts in History is providing
external achievements. These external achievements have to be maintained in the system by
the staff member of the registrar office.
Create a transcript for a student for an existing External Organization. Enter some External
Subjects and External Qualifications.
SAP Menu

Student Lifecycle Management Student Administration Master

Data Change

Tab

Field

Ext. Achievements / Ext.

Transcripts

Click on the Icon [Create]

Degree / Qual.

SAP AG

Value

Ext. Organization

U of England

Transcript Category

Undergraduate

Issue Date

Any date

Transcript Status

Complete

Registered From / To

Any dates

Degree/Qual

Choose from list

Earned / Date

Check box and enter any date

IHE102

6-37

Subjects Taken

Subject

Choose from list

Start / End Date

Start/End of Subject (should be within

registration dates)

Session

Select from drop-down list

Year

Enter year and Ses (should be within

registration dates)

Orig. Grade

Choose from List

Attm./ Graded/ Ernd

Credits

3/3/3

Select the [Copy] button to transfer the data and click on the [Save] Icon to complete.

6.2 Transfer Regulations

Check whether there are any transfer regulations for the External Organization that you used to
create the transcript.
SAP Menu

Student Lifecycle Management Teaching and Examination

Transfer Articulation Edit Transfer Regulations

Choose the External Organization U of England and analyze the transfer regulations.

6.3 Equivalency Determination

Execute Equivalency Determination for you student.
SAP Menu

Student Lifecycle Management Teaching and Examination

Transfer Articulation Equivalency Determination

Choose your student and double click on the Transcript to view the details.
Switch the screen to Change mode and click on the Icon [Apply Transfer Regulation]
Select the [Save] Icon and click on [Release] to complete the equivalency determination.

SAP AG

IHE102

6-38

6.4. Optional Exercise

1.

Where is the information on students external educational results stored? Give examples
of 3 typical external work of students.

2.

Of which elements does the external academic structure consist? What is the difference
compared to the regular/internal academic structure?

3.

Give examples of typical business transactions related to external academic work.

4.

Describe the different ways in which transcript data can be entered in Student Lifecycle
Management.

5.

Mark the correct answer:

a. Converted grades and credits can/cannot be overwritten.

b. Credit types are defined per external organization/external subject

6.

Describe the difference between transfer agreements and transfer articulation.

7.

Which relations are at the center of equivalency determination?

8.

What are the characteristics of transfer credits? How are they stored?

SAP AG

IHE102

6-39

6.5.

Optional Exercises
1. Which results does the transfer articulation deliver?

2. Display External Organizational Structure

a. External Academic Structure
Choose an external organization existing in the system. What attributes does it have?

b. Which external subjects and external qualifications are offered by it?

c. Does this external organization belong to other higher level external organizations or
does it incorporate any?

SAP AG

IHE102

6-40

Solution
Unit:

6. External Work & Equivalency Determination

Solution to Exercise 6.1

SAP Menu Student Lifecycle Management Student Administration Master Data 
Change. Choose your student and go to the tab Ext. Achievements.
Choose external organization U of England
Enter the header data and mandatory transcript attributes in the following fields:
 Transcript Category
 Issue Date
 Transcript Status
 Registered From
Click on the tab [Degree/Qual]. Select a degree from the drop-down list.
 Select the flag Earned and enter a date the degree was granted to the student.
Click on the tab [Subjects Taken]. Enter two or three subjects as follows
 Choose a Subject from the drop-down list and press the <Enter> key.
 Enter Start/End dates that are within the Registration From/To Dates
 Select a Session and Year from the drop-down list
 Click on the field Orig. Grade and select an entry from the list.
 In the fields Attm/Graded/Ernd Credits, enter the values 3/3/3
Click on the [Copy] Icon to transfer the data to the Student Master
Click [Save] to complete.

Solution to Exercise 6.2

SAP Menu>Student Lifecycle Management>Teaching and Examination>Transfer
Articulation>Edit Transfer Regulations
Choose external organization U of England and analyze the transfer regulations by
double-clicking on the regulation to display the details.

SAP AG

IHE102

6-41

Solution to Exercise 6.3

SAP Menu Student Lifecycle Management Teaching and Examination Transfer
Articulation Equivalency Determination.
Choose your student, double click on the transcript. Switch from Display to Change
mode.
Click the button Apply transfer regulation
[Save] and then release your data.

Solution to Exercises 6.4: Optional Exercises

Where is the information on students external educational results stored? Give examples
of typical external work of students.
Transaction: PIQSTM/D Student Master Data.
Infotypes: External Transcripts, External Test Results

Solution to Exercises 6.4: Optional Exercises

Of which elements does the external academic structure consist? What is the difference
compared to the regular/internal academic structure?
The external academic structure is simplified, consisting of EO (ext. Org.), SU (ext. Subj.
and EQ (ext. qualification)
Give examples of typical business transactions related to external academic work.
Checking admission rules ; Determining equivalencies for transfer students
Describe the different ways in which transcript data can be entered in Student Lifecycle
Management
Transcripts can be entered manually, via web admission application, filled in by student (see
ISR for details) or via interface for electronically transmitted transcripts, transmitted by
issuing or transmitting institution
a. Converted grades and credits can/cannot be overwritten.
You can overwrite converted grades and credits
b. Credit types are defined per external organization/external subject
The type of credit is defined per EO

SAP AG

IHE102

6-42

Describe the difference between transfer agreements and transfer articulation

Transfer Agreements contain transfer regulations. They determine if external subjects or
qualifications can be accepted as equivalents of internal Modules or qualifications. This
information is stored with time dependency, related to the external institution.
Transfer agreements are not shown in the system
Transfer Articulation is used to evaluate the external achievements of a student for
equivalencies. It defines the number of credits which are accepted as transfer work by
institutions.

Which relations are at the center of equivalency determination?

Source: external achievement, Target: internal program offerings

What are the characteristics of transfer credits? How are they stored?
Externally earned credits are transferred to internal ones but no internal Module or
qualification is equivalent to the external work. These credits can count for progression,
degree audit and prerequisite checking

Which results does the transfer articulation deliver?

Transferred work is recorded as completed internal Modules + qualifications and is
indicated as transferred. Transfer credits are recorded as credited work
Transferred work results can be included or excluded in average grade calculations,
progression. They can also be subject to additional rules like max. amount of external work
acceptable per program

Display External Organizational Structure

a. External Academic Structure
Choose an External Organization existing in the system. What attributes does it have?
You can use Harvard University. Click on the [display] icon to view attributes.
Attributes examples: Address/Scales/Credits

SAP AG

IHE102

6-43

Which external subjects and external qualifications are offered by it?

Select the [Relationship] tab to view the subjects and qualifications
External Qualification: M.S.
Subject: Biol 101

Does this External Organization belong to other higher level External Organizations or
does it incorporate any?
Select the [Relationship] tab to view the Higher Level Organization.
Belongs to: AMCAS

SAP AG

IHE102

6-44

 SAP AG

IHE102

7-1

 SAP AG

IHE102

7-2

 SAP AG

IHE102

7-3

 SAP AG

IHE102

7-4

 SAP AG

IHE102

7-5

 Registration is the process by which applicants become students and are permitted to pursue their
studies for an academic period. The academic period represents an academic year and session
combination.
Re-registration is the process by which students are allowed to continue their studies in a subsequent
academic period.
A sessional registration is the student record which is created for a specific academic period.
In Student Lifecycle Management, students can choose one or more programs of study. Depending
on university regulations, students may pursue more than one program concurrently or sequentially.
Students can select specializations such as majors, minors, options, etc. as well as modules and
events.
There can be an admission process prior to registration. Student Lifecycle Management allows you
to create new master data records either directly during registration, or during the admission process.
For your programs of study, you can define whether students have to be admitted before registration
or if you allow direct program registration.

SAP AG

IHE102

7-6

 The specified start and end dates for registration determine the student's active registration within the
program for this period.
The session group determines the sessions into which the academic year for the given program is
subdivided
The primary unit (which can either be academic year or academic session) indicates whether the
student may only (re-)register for individual academic sessions or also for full academic years. If
academic year is specified as primary unit, registration is allowed for an academic year as well as
for a session. If session is specified, registration is only allowed for a single academic session.
Start/end dates of academic sessions are determined by time limits in the academic calendar which is
used for this program. If registration for full academic years is allowed, the system determines dates
from the start date of the first academic session in the session group and the end date of the last
academic session in the session group.
After the session end date, the student still has the "registered student" status but no longer has an
active sessional registration. This means the student is not allowed to book any modules until (s)he
has re-registered for the next academic session.
You define session variants and specify the session group and primary unit per session variant in the
IMG for SLCM: Processes in Student Lifecycle Management Admission, Registration, and Deregistration Basic Settings Define Session Variants.

SAP AG

IHE102

7-7

 If the primary unit of the session variant is academic year, students are allowed to register either
for full academic years (the session field is left blank) or for academic sessions determined by the
session group.
If the primary unit is session, the session field in the sessional registration record may not be left
blank.

SAP AG

IHE102

7-8

 All information related to a program of study and a student is stored in the students study object
(CS). The study object contains administrative information such as the registration details for the
student and program (sessions, status, etc.). Students who pursue multiple programs concurrently
have one study object per program.
A sessional registration record is created for each academic period for which the student is registered
for a program. There will be such a record for the initial registration, and for all following program
re-registrations.
Student study information can be accessed from the Student File transaction: SAP menu: Student
Lifecycle Management Student File

SAP AG

IHE102

7-9

 When setting up Student Lifecycle Management, you have to specify which registration variant you
want to use in your system. The system is designed to support two different registration variants:
Explicit (re-)registration for a specific academic session: You must create the sessional registration
for the corresponding academic period in the student file before the student can book a module for
this or other related periods. This variant is usually used in European universities and universities
following the same approach.
Implicit (re-)registration after a module booking is made. You do not have to create the sessional
registration before the student can book a module. In this mode, the student books a module first.
The system then (re-)registers the student for the corresponding academic period (in the
background). This model is mainly used in North American universities and those following a
similar learning model.
The system settings are found in Customizing: Student Lifecycle Management Processes in
Student Lifecycle Management Admission, Registration, and De-registration Sessional
Registration Define Mode for Registration/Re-registration.
If you want to use the background mode for registration and re-registration, you have to set the
REREG MODE to US1, otherwise leave it blank. This setting tells the system that it should
automatically create sessional registration records as a by-product of the students module booking
activity. In the explicit mode, registration is a separate process.
Table V_T7PIQSWITCHVAL is the central switch table for Student Lifecycle Management.
Explicit registration : REREG MODE = blank
Registration in the background: REREG MODE = US1

SAP AG

IHE102

7-10

 When you re-register a student, you have to decide between normal re-registration or Leave of
Absence.
You can determine whether the student is to be re-registered or granted leave of absence by choosing
Registration or Leave of absence on the registration screen.
It is not mandatory to create a leave of absence. The student can have an interrupted registration
record, for example, register for fall session 2008, not re-register for the following session (Spring
2009) but re-register again in Fall 2009.
If you want to cancel the registration record, you can enter a cancellation reason. The record will not
be deleted, but set to inactive.

SAP AG

IHE102

7-11

 When a student registers for a course the first time after he has been admitted or at the beginning of a
new academic period, the system automatically creates a new sessional registration record for the
student.
You can view the sessional registration records on the Registration tab page in the Student File.
Students can also book modules using a self-service function; how modules are booked does not
influence the process.
When you book modules, you have to specify the academic period. The first module booking for this
period triggers the automatic creation of a sessional registration record.
Further registration details are taken from the admission record or from the latest record, both of
which contain the required data.
The same procedure is used for returning students. When the student books the first module for the
new academic period, the student is automatically re-registered.

SAP AG

IHE102

7-12

 Relationship between registration and module booking:

The session variant of the program of study determines for which academic years and sessions a
sessional registration record can be created.
Modules can sometimes be offered in academic sessions which are not assigned to the session group
of the programs session variant. In this case, the system tries to map between the sessions used in
the two contexts module booking and sessional registration making use of the session hierarchy.
Students are then allowed to book modules for lower-level sessions if they are registered for higherlevel sessions or for the whole academic year. The session hierarchy must be properly customized in
the IMG (see Academic Calendar). The default session mapping using the session hierarchy is thus
always bottom-up.
If the background mode for sessional registration is activated and the student tries to book a module
for a lower-level session for which sessional registration is not allowed, the system will create a
registration record for the first higher-level session allowed by the session variant of the program.
With the implicit registration mode you can specify the academic sessions for which a re-registration
is to be created in the background if the academic sessions of the module bookings do not
correspond with those of re-registration. It is only necessary if standard session mapping using the
session hierarchy is not sufficient.

SAP AG

IHE102

7-13

 Customizing path for basic settings: Processes in Student Lifecycle Management Admission,
Registration, and De-registration Basic Settings.
The registration type classifies the students registered in a program of study. You create registration
types under Basic Settings Set Up Registration Types. For each registration type, you can specify
if the student is pursuing Degree studies. You can also define a default registration type. The system
automatically defaults to this value when you assign a registration type to a student. Examples:
regular student (degree), exchange student (non-degree).
You define reasons for the activities within the student life cycle and assign these to specific
activities under Basic Settings Set Up Activity Reasons and Assign Reasons to Activities: You
can assign several reasons to each activity. The reasons determine the cause of the process (activity).
Examples of reasons for the leave of absence activity are study abroad or internship.
Customizing path for sesional registration: Processes in Student Lifecycle Management
Admission, Registration, and De-registration Sessional Registration
Default values for registration are set at Set Up Default Val. for Registration
Academic year/ session: In standard the system defaults to the next academic year/ session based on
system date. To default to the current academic year/ session, specify the number of days during
which the system should default to this value.
Completed length of study: time a student spent in the chosen program to date, counted in academic
sessions/ years. If you activate the default mechanism, the completed length of study is defaulted (1
for initial registration unless admission contains other data, incremented by 1 for each re-registration,
unchanged by leave of absence).

SAP AG

IHE102

7-14


Registration classification applies to a specific program within the registration period. Other
processes are not impacted. Create classifications at: Set Up Registration Classifications.
To convert acad. sessions go to: BAdIs Conversion of Acad. Sessions
Make default value settings at: BAdIs Default Values for Reg. You can adapt the system
default values for stage, semester of study, or leave of absence.
Make default value settings at (BAdIs) Add. Admission Check at Registration
For default value settings go to BAdIs Subseq. Activities for Registration Dialogs to trigger a
subsequent dialog for selected dialog functions in the student file (e.g. call the module booking
dialog or specialization maintenance transaction after initial registration).

SAP AG

IHE102

7-15

 SAP AG

IHE102

7-16

 SAP AG

IHE102

7-17

 During admissions, the system creates a student master record (object type ST), BP master record
(object type BP), a study object (object type CS), and relationship 530: applies for between student
and study (ST CS) in status active for admitted applicants. The Student status (infotype 1728) is set
to admitted applicant.
When you register an applicant, the system creates relationship 513: pursues between student and
study (ST CS) with the start date of the registered period as the relationship start date and
12/31/9999 as the relationship end date. It sets the status student which has an unlimited validity.
The system creates a study segment record (infotype 1769) for the initial registration but not for a reregistration.
At the same time, the system creates the registration details in infotypes 1770 and 1771 of the study
object (CS) and sets the status attending; the validity of this status coincides with that of the
registered period. The validity of the General Data record (infotype 1770) begins on the start date of
the registered period and ends on 31.12.9999 (if you do not overwrite these values). It contains:
Part-time study (flag)
Registration type (degree or non-degree student, etc.)
The validity of the Sessional Registration record (infotype 1771) corresponds with that of the
academic period the student is registered in. It contains the following information:
Academic year and session
Registration status (attending for registration, non-attending for leave of absence)
Reason
Stage
Completed length of study
Classification
Registration date (NOT the start date of the registration record!)
Technical fields: sessional registration state (active, or inactive for cancelled records)
SAP AG

IHE102

7-18

 When you re-register a student (or create a leave of absence), the system creates a new Sessional
Registration record (Infotype 1771) for the study object (CS) with the start and end dates of the
registered academic session.
The General Data record (Infotype 1770) remains unchanged unless you change details of the
registration record, like part-time/full-time status. The system would then delimit the first record and
create a second one.
When you create a re-registration, the registration status is set to attending. When you create a leave
of absence, the registration status is set to non-attending.
Note: You cannot create a leave of absence before the initial program registration or following deregistration.
When you cancel or withdraw a sessional registration record, the record is not deleted but delimited.
Cancellation data is also stored in Infotype 1771.
The State of sessional registration record field of Infotype 1771 is changed to inactive (for other
records it is active).
Details such as the activity that cancelled the registration (de-registration or change of program), and
cancellation reason and date.
You can only create one sessional registration record for a specific time period. Therefore, when you
create a registration, then cancel it and create a new registration for the same period, only the new
registration record remains. The registration history, however, is not lost but stored in activity
documents (currently without details).

SAP AG

IHE102

7-19

 This object type represents the student's program (refers to SC via relationship 514 is specialization
of) and is individualized by storing the relevant student/program information.
All information related to a program of study and the student is stored in the students study object
(CS). The study object contains administrative information such as the admission and registration
details for the student and program (sessions registered, status, etc.). Students who pursue multiple
programs concurrently have an active study object per program.
Note: Module bookings are represented as a relationship 506 ST completes - SM between the
student object ST and the module object SM in the data model of Student Lifecycle Management.
There is no direct relationship to the study object. When modules are booked in the context of
programs of study, the identification of the module booking relationship can be stored in infotype
1724 (Where-Used List of the study object CS). When modules are booked in the context of
program types, the identification of the module booking relationship can be stored in infotype 1725
(Where-Used List of the student object ST).

SAP AG

IHE102

7-20

 The study segment is a technical structure which is not visible to the user. The user sees only the
sessional registration record, but not the study segment. The combination of study segment records
and sessional registration records enables you to distinguish between:
Students who have registered for the next academic year or session
Students who have not yet registered for the next academic year or session, but are expected to
re-register (because the study segment is still open)
Students who are not expected to register for the next academic year or session because they
have de-registered (ended their study segment)
The study segment is an infotype of the study object (CS) which is created when you create a
registration. The study segment contains the additional data from relationship 513 (ST SC). The
study segment is closed (= delimited) when the student de-registers from the program.
The system stores the activity that opens a study segment for a program of study (e.g. initial
registration or change of program for the students new program of study) and the activity that closes
a study segment (e.g. dismissal from program, withdrawal from program, or change of program for
the students old program of study).

SAP AG

IHE102

7-21

 If you activate the Background Mode (US1) of registration, the system allows you to create sessional
registrations for academic sessions in any order.
The system always creates a study segment for the students first sessional registration for a
program. If the student later has to be registered for a session starting before the validity start of the
study segment, the system must extend the study segment to cover the new sessional registration as
well. Activity RA02 (Extend Study Segment) is used for this purpose, and writes an activity
document.

SAP AG

IHE102

7-22

 Object type ST is used to administer not only active students, but also applicants, de-registered
students, and alumni.
The student status represents the person's current role based on the relationship with the university or
a program of study. You can view the student status in the student header of the student file or on the
Status tab page of the student file.
When an applicant is admitted/rejected (= admission process), the system derives the status
applicant, admitted/rejected applicant (from relationship 530: applies for (ST CS)).
When an applicant is registered, the system derives the status student (from the new relationship 513:
pursues (ST CS)). This expresses that the person is a student of the university now. The status has
unlimited validity. The system only deactivates this status if a student is de-registered from the
program.
When you create an initial registration, the system sets the status student. Because an active sessional
record is created during registration, it also sets the status attending. The status attending is only
valid for the time period within the registration specified as academic session.
The student has to re-register for each session to renew the status attending.
When a student is de-registered, the system sets the status de-registered student (related to one
program of study) because relationship 513: pursues (ST CS) and the corresponding study segment
are delimited.
When you register a student for more than one program, the system sets a student status for each
program, e.g.: Student is in status attending for program 1 and de-registered for program 2.
Customize the student header display according to your institutions needs in the IMG for SLCM
under Student Lifecycle Management Master Data Students Status Display.

SAP AG

IHE102

7-23

 Activity documents are used to log processes of the student lifecycle. They contain a history of the
changes and can be displayed as an overview on the Activity Documents tab page in the student file:
Example: When you create a program withdrawal and then cancel it again immediately
afterward, the Activity Documents tab page shows both the Withdrawal and Cancel End of
Program activity documents, the date on which they were created, and the user who created
them.

SAP AG

IHE102

7-24

 SAP AG

IHE102

7-25

 SAP AG

IHE102

7-26

 Programs of study may offer different specializations (streams, options, concentrations, majors,
minors, etc). You can assign specific academic specializations directly to your students in the context
of the program they are pursuing.
ST -> CS (->= Relationship 516: has academic specialization) CG
When you register the student for a module group of the program, the Specializations tab page in the
student file can be used to:
Display module groups which are available for registration per program
Show the registered module groups per program
Register additional module groups per program
The system takes into account the module group variant assigned to the program and any
specialization combination rules defined for this program.
You can set up module group variant/category combinations (for example, one major and one minor
OR one major and two minors).
You can register students only for module group categories flagged as a specialization.
You can restrict the allowed module group combinations offered in the program (for example, you
may not want to allow the combination of Finance Major with Finance Minor).

SAP AG

IHE102

7-27

 Web Dynpro Application for change of specialization request: PIQ_ST_COS

Specializations are customized in IMG at SLMC Master Data in Student Lifecycle Management
Academic Structure Module Groups.
The module group variant defines the number of majors and minors within a program. It enables you
to map the academic specializations of a student within the chosen program
Define the relevant module group categories as a specialization by setting the Specialization flag in
Customizing under SLCM Master Data Academic Structure Module Groups Set Up
Module Group Categories.
2. Assign a module group variant to the program of study (SC)
3. Link the appropriate module groups to the program of study.
4. After setting up the module group variants, you can maintain the valid and invalid module group
combinations at Environment Maintain Acad. Specializations in the Program Catalog.
5. You can define explicit rules for valid and invalid specialization combinations for each of your
programs of study (e.g. a BA program requires students to select a major and a minor; with this
function, you can explicitly define the major/minor combinations that are not permitted.
Note: You do not have to explicitly define all allowed combinations.
6. Note: A program is available which shows all students who have either entered or left specific
specializations during a specified time period: Transaction PIQSPECS_CHANGE and program
RHIQ_SPECIALIZATION_CHANGE.

SAP AG

IHE102

7-28

 SAP AG

IHE102

7-29

 SAP AG

IHE102

7-30

When you perform a change of program, you de-register the student from the program the student is
currently registered in and create a registration for the new program. You can also create a sessional
registration for the new program or transfer sessional registrations from the old to the new program
of study.

SAP AG

IHE102

7-31

 You create a change of program on the Registration tab page in the student file.
To create a change of program, select Program and enter the program the student has decided to
withdraw from. In the New program field, enter the program the student wants to change to.
Choose Change of program and enter the required data in the Change of Program dialog box.
If you set the Create registration indicator, the system creates a new study segment as well as a
sessional registration. If you set the Transfer registrations indicator, the system transfers all sessional
registrations that are cancelled in the old program of study to the new one. In the latter case the two
programs of study must be compatible, e.g. they should use the same academic sessions or the
same stages (see also next slide).

SAP AG

IHE102

7-32

 When the student is de-registered, the validity of the old registration record ends on the day before
the validity of the new registration record starts.
The activity documents that are created include:
3 activity documents for the change of program one main document for the change of program
itself, two documents referring to the main one for the de-registration from the old program and
the registration for the new program
activity documents for all sessional registrations that are cancelled at the old program of study
activity documents for all sessional registrations that are created at the new program of study
The Activity Documents tab page in the Student File contains an overview of the activities for which
the system has created activity documents. When you create a change of program, the system creates
several new activity documents. It also delimits the open study segment of the old program and starts
a study segment for the new program.
The system sets the start and end dates for the old and new registration if you do not enter these
dates.
Date of the change of program = Start date of the new program (date as of which the student is
registered for the new program)
Date of the change of program minus 1 = End date of the old program
Example:
The 2009/2010 academic year starts on 08/16/2009. A student has decided to change to another
program at the beginning of this academic year. You create a change of program and enter the
date 08/16/2009.
When you create the change of program, the system opens a study segment in the new program
with the start date 08/16/2009 and closes the study segment of the old program on 09/30/2009.
SAP AG

IHE102

7-33

 General customizing steps for the change of program activity:

Maintain reasons for the change of program
Link reasons to the change of program activity
Optionally you can implement a customer exit to default values and settings for the change of
program like key date, reason for change of program, create or transfer sessional registrations
Requirement: You have completed the customizing for the registration activity.
To assign reasons to the Change of Program Activity (RQ01) go to Customizing: Student Lifecycle
Management Processes in Student Lifecycle Management Admissions, Registration, Deregistration Basic Settings Assign Reasons to Activities.
The above mentioned Change of Program Self Service functionality can be accessed through Web
Dynpro Application name: PIQ_ST_COP.

SAP AG

IHE102

7-34

 SAP AG

IHE102

7-35

 SAP AG

IHE102

7-36

 You de-register students at graduation or when the student or university requests de-registration at
any other time.
If a student is registered in more than one program, you must de-register the student separately from
each program.

SAP AG

IHE102

7-37

 When you de-register a student, you can choose the withdrawal or dismissal activity. Both of these
activities lead to the same result. The de-registration reason depends on the activity you choose.
Note: If the de-registration date is set in the future, the student will still be able to register for
academic sessions up to the de-registration date.

SAP AG

IHE102

7-38

 To de-register a student, go to the student file and select a student:

Then select a program of study from the Registration tab, choose De-registration and select the
de-registration activity you want to perform. You can choose between:
Withdrawal: Student has completed studies or has applied for de-registration.
Dismissal: University triggers de-registration (against the students will).
Enter the de-registration details in the dialog box:
You can de-register the student for a specific date, also in the future. The student remains
registered until the specified date.
You can keep a date of last attendance.
Enter a reason.
Enter the de-registration date.
Decide if module bookings should be cancelled automatically.
When you de-register a student, you can determine whether the student should become an
alumnus of the university (or a faculty, etc.).
If your customizing settings define that the alumnus relationship should be set for certain deregistration reasons, the system will automatically create the relationship.
If you set the alumnus flag on the de-registration screen, the system automatically updates
the data field on the Alumnus tab page.
If you do not set the alumnus flag, maintain the alumnus data manually by using the Insert
relationship function in student master data on the Alumnus tab page.
You can decide whether you want to keep the study segment, which will be delimited through
the de-registration (=standard), or cancel (=delete) the study segment altogether.
SAP AG

IHE102

7-39

 With the program available in transaction code PIQREG_MASS_DEREG) you can:

Use selection methods and variants to select a list of students
Enter de-registration details like activity, reason and date
Perform follow up functions like cancellation of module bookings automatically
Output a list of the de-registered students
Execute a test run
You can use the selection method tool to select students.
You can determine which students are registered in a specific program on a given key date but
are without a sessional registration using selection method DE00 (students without sessional
registration). With this selection method, you can automatically de-register all those students
who have not re-registered for the next academic session on time.
You can use other selection methods and create your own selection variants.
You can specify the parameters you want to evaluate in the selection variant. For example, in
selection method DE00 you can define the following:
Academic session
Key date
Programs of study
Program types

SAP AG

IHE102

7-40

 When a de-registered student returns to the university and registers for the program he/she was last
registered in, the system uses the same study object and creates a new study segment.
You can cancel the entire study segment when you de-register a student. Example: On 08/01/2009
you register a student for the 2009/2010 fall semester which begins on 08/16/2009. Then on
08/10/2009, you receive a letter informing you that the student is unable to take up studies due to
personal reasons. You create a withdrawal and set the Cancel study segment indicator. The entire
study segment is cancelled.
The system automatically sets the status de-registered and, if an alumnus relationship exists for the
student, also the status alumnus.
The system writes an activity document for the selected activity:
Withdrawal, dismissal, change of program
Change dismissal, change withdrawal, cancel de-registration
Note: When you cancel a de-registration, the cancellation of sessional registrations or module
bookings or specializations is not automatically reversed. You must do this manually. The validity of
the study segment and the 513 relationship, as well as the statuses, are adjusted accordingly
automatically.

SAP AG

IHE102

7-41

 Perform the preparatory steps in Customizing under Student Lifecycle Management Processes
Admission, Registration, De-registration:
Reasons: Create de-registration reasons and assign them to activities.
Alumnus relationship: You can specify the de-registration reasons for which you want to create
relationship 541 is alumnus of. The system creates this relationship between the de-registered
student and an organizational unit and designates the student as an alumnus of this organizational
unit (De-registration > Define Alumnus Relationship for De-registration Reasons).
Set the Alumnus indicator for the activity/reason combinations for which the system should
create an alumnus relationship between the de-registered student and an organizational unit.
Example: You want graduated students to become alumni of their organizational unit. You
do not want to create this relationship for students who have withdrawn from the program or
transferred to another university.
You can implement the business add-in (BAdI) HRPIQ00_ALUMNUS_ORG if you want to change
the standard organizational unit assignment for alumnus relationships (De-registration BAdI:
Organizational Unit of Alumnus). You can use this BAdI to:
Assign an alumnus to a different organizational unit than was derived by the system
Always use the same organizational unit or do not to create an alumnus relationship at all

SAP AG

IHE102

7-42

 In addition to the standard dialog, the system offers an extended maintenance dialog with additional
expert functions (see Chapter Student Date Maintenance).
The majority of users will be authorized to use the standard mode. Few expert users will be entitled
to create/maintain data in the extended mode of the student file e.g. for error correction.
Access to the extended maintenance dialog:
Menu Path: Student Lifecycle Management Extended Maintenance Dialogs Student File
(Extended Maintenance), or
Student File (PIQST00): Edit Switch Maintenance Dialog
Access to the extended maintenance dialog of the student file requires authorization for transaction
PIQST10 .
Functions for extended maintenance on Registration tab:
Maintain Registration Data: Edit sessional registrations and study segments create new
sessional registrations, change or delete sessional registrations, generate study segments
Maintain Study Object: Call standard maintenance dialog for the study object (object type CS)
of the selected program of study
Functions for extended maintenance on Specialization tab:
Create, display, change or delete direct relationships 516 has academic specialization between
the study object (object type CS) and the module group (object type CG)

SAP AG

IHE102

7-43

 SAP AG

IHE102

7-44

 SAP AG

IHE102

7-45

 SAP AG

IHE102

7-46

Exercise
Unit: 7. Program Registration

At the conclusion of this exercise, you will be able to:

Register a student to a Program of Study

Make a Change of Program for a student

A staff member who works in the Provost Officeneeds to maintain

academic data of a program of study.
Another staff member who works in the Registrar Office needs to register
a student to a program of study.

7.1 Settings for Program Registration

The staff member of the provost office would like to check which session variant has been
assigned to the program of study Bachelor of Arts for History.
a) Program of Study Variant
Find out which academic sessions are allowed for sessional registration on your Program of
Study. Use the menu path below to display the Session Variant for your Program.
SAP Menu

Student Lifecycle Management Academic Structure Study

Planning Program Catalog

b) Session Variant / Session Group Assignment

Find out which Session Group is assigned to the Session Variant using the following path:
IMG Path

SAP AG

Student Lifecycle Management Processes in Student Lifecycle

Management Admission, Registration and De-registration Basic
Setting Define Session Variants

IHE102

7-47

c)

Session Group / Academic Session Assignment

Find out which Sessions are assigned to the Session Group using the following path
IMG Path

Student Lifecycle Management Master Data in Student Lifecycle

Management Academic Calendars Academic Years and Sessions
Set Up Session Groups

The student whos admission has been approved for program of study Bachelor of Arts in
History has accepted the admission and now needs to be registered to the program of study.
The staff member of the registrar also has to register the student to the major and minor
specialization.
Note: Make sure you use current year and session and date today is part of that session.

7.2 Register your student to the Program BA HIST G## for the current Year/Session.
i. Book your student on your group major: MAJ_HIS_G##
ii. Book your student on your group minor: MIN_ARC_G##
Navigation Notes:






Use SAP Menu: Student Lifecycle Management Student File.

Select your student and go to tab Registration.
Enter your group program BA HIST G## in the field New Program and click the
button
Register your student for the current Year and Session and save. The screen Maintain
Academic Specializations will be presented.
Assign one Major Specialization and one Minor Specialization and save.

7.3. Why does the system provide exactly one Major and one Minor?

SAP AG

IHE102

7-48

Optional Exercise: Change of Program.

Perform a change of Program for your student using the Program of Study of another group.
Analyze the activity documents created by the system.
SAP Menu

Student Lifecycle Management Student File

Tab

Field

Value

Registration

New Program

BA HIST GXX

Select the option Create Registration

Program valid from

Begin date of next Session

Academic Year/Session Select next Session

Click on the [Save] Icon to complete.

Optional Exercise: Deregistration

Deregister the student from a Program of Study. Cancel the de-registration.
SAP Menu

Student Lifecycle Management Student File

Tab

Field

Value

Registered Until

End date of current Academic Session

De-reg Reason

Select from drop-down list

Cancel Study Segment

Leave this flag empty!

Registration

Click on the [Save] Icon to complete.

Use SAP Menu Student Lifecycle Management Student File. Go to tab
Registration
 Deregister the student from your group Program of Study BA HIST G## (Withdrawal).
Enter the following data and save.

SAP AG

IHE102

7-49

7.6 De-Registration Cancellation

Cancel the deregistration as follows;


Use SAP Menu Student Lifecycle Management Student File. Go to tab

Registration
Highlight the Program and select De-registration Cancel
Select Reason Correction of Entry and Save.

Self Service: Academic Request Change of Program

The demo can only be executed by the trainer.

7.8. Optional Exercise

1.

Explain the terms initial registration, re-registration and sessional registration.

2.

What is the purpose of session variants?

3.

Which different modes for re-registration can be chosen in Student Lifecycle

Management? How does the registration mode US1 work?

4.

What does the term session mapping refer to?

SAP AG

IHE102

7-50

5.

Which object is the storage place for all information related to students studies?

6.

Describe the role of module groups in the registration process.

7.

Through which processes is a student de-registered?

8.

How can a list of students be deregistered in Student Lifecycle Management?

SAP AG

IHE102

7-51

 SAP AG

IHE102

7-52

Solution
Unit:

7. Program Registration

Solution to Exercise 7.1

a) Program of Study Variant
SAP Menu>Student Lifecycle Management>Academic Structure>Study Planning>Program
of Study
 Select your Program and click on the icon [Display]
 Select the tab [Program Data] and make a note of the Variant.
b) Session Group/Session Variant
To find out the session variant use the IMG path: Student Lifecycle Management>Processes
in Student Lifecycle Management>Admission, Registration, and De-registration>Basic
Settings> Define Session Variants.
 Note the Session Group assigned to your Program Variant.
c) Session Group/Academic Session Assignment
The academic sessions assigned to the Session Group can be found using the IMG path:
Student Lifecycle Management>Master Data in Student Lifecycle Management>Academic
Calendars>Academic Years and Sessions>Set Up Session Groups
Select the Session Group and click on the folder Assign Academic Sessions to view the
Academic Sessions relevant for your Program of Study
Solution to Exercise 7.2
SAP Menu>Student Lifecycle Management>Student File.

Go to tab Registration.

In the field New Program, select your Program BA HIST##. Click on the button
[Registration]
Use the current Academic Year and Session.
Select [Save]. The screen Maintain Academic Specializations is presented.
Assign one Major and one Minor and [Save].

SAP AG

IHE102

7-53

Solution to Exercise 7.3

Because there are only two Module Groups assigned to the Program (one represents the
Major and the other the Minor)
Solution to Optional Exercise 7.4

Select the tab [Registration]

In the field New Program select a Program from another group: BA HIST GXX

Click on the pushbutton [Change of Program] and select [Create Registration]

In the field Program Valid From enter the start date of the next Session

Select a Reason of your choice and specify the Academic Session Solution to Optional
Exercise 7.5l

SAP Menu>Student Lifecycle Management>>Student File.

Select the tab [Registration]
Highlight the Program BA History GroupXX, click on the pushbutton [De-registration]
and select the option Withdrawal
Enter the following data in the pop-up window and save:
 Registered Until: End date of current Academic Session.
 De-reg Reason: Select from the drop-down list
 Cancel Study Segment: Leave this flag empty!
 Click on [Save] to complete.
Solution to Optional Exercise 7.6
SAP Menu>Student Lifecycle Management>Student File.
Select the tab [Registration]
Highlight the Program BA History GroupXX, click on the pushbutton [De-registration]
and select the option Withdrawal
Enter the following data in the pop-up window:
 Registered Until: End date of current Academic Year
 De-Reg Reason: Select a reason from the drop-down list
 Cancel Study Segment: Leave flag empty!
 Click on [Save] to complete.

SAP AG

IHE102

7-54

Solution to Optional Exercises 7.8

Explain the terms initial registration, re-registration and sessional registration.
Initial registration
changes an admitted applicant or prospect to an active student
registers the student for one or more programs in order to graduate from the university
indicates that the student is pursuing studies, i.e. choosing specializations, booking
Modules, achieving results in
one academic period
Re-registration indicates that the student will continue studying in the next academic period
Sessional Registration refers to an academic period and describes the record created for
students in both cases described above.
What is the purpose of session variants?
The session variant of the Program of Study determines the academic periods for which
registration is possible.

SAP AG

IHE102

7-55

Solution to Optional Exercises 7.8

Which different modes for re-registration can be chosen in Student Lifecycle
Management? How does the registration mode US1 work?
Explicit mode and background mode are possible.
For US1, mainly common in the US, you do not have to create the sessional registration
before the student can book a Module. In this mode, the student books a Module first. The
system then (re-) registers the student for the corresponding academic period (in the
background).
What does the term session mapping refer to?
Session mapping refers to the hierarchical structure of sessions where one main session
can be sub-divided into two sessions.
The session variant of the Program of Study determines for which academic years and sessions
a sessional registration record can be created. Modules can sometimes be offered in academic
sessions which are not assigned to the session group of the programs session variant. In this
case, the system tries to map between the sessions used in the two contexts Module booking
and sessional registration making use of the session hierarchy
Example: Module to be booked is offered in 1st Summer 2005
Seasonal registration is possible for Full Summer 2005
Which object is the storage place for all information related to students studies?
Study object CS
Describe the role of Module groups in the registration process
Module groups reflect specializations within a Program of Study like Majors and Minors.
Through which processes is a student de-registered?
A de-registration is created with the activities withdrawal, Dismissal and Change of
program
How can a list of students be deregistered in Student Lifecycle Management (mass deregistration)?
You can perform mass de-registration for a list of students using the de-registration report
program.

SAP AG

IHE102

7-56

 SAP AG

IHE102

8-1

 SAP AG

IHE102

8-2

 SAP AG

IHE102

8-3

 SAP AG

IHE102

8-4

When a module (SM) is booked, relationship 506 "completes" is created between the module (SM)
and the student (ST) with the status "booked.
Additional data is stored in relationship 506:
Academic year/session, cancellation reason and date, booking date, assessment method (if
individual per student), transfer course (equivalency determination), whether or not free of
charge
A unique booking ID (GUID) is created. It allows to differentiate between several bookings of a
student to the same module. Different applications use the GUID when referring to the booking.
When an event package (SE) is booked with the SM:
The event package ID is stored in the module booking relationship 506 ST SM.
When a business event (E) is booked:
The relationship 025 "takes part in is created between ST and E.
Technical view of preselection, prebooking and cancellation:
When a module (SM) (and event package) is preselected, prebooked or cancelled:
Relationship 506 "completes" (ST SM/CI) is created with the status "preselected",
"prebooked, or the status is changed to "cancelled" (event package number is entered in the
relationship).
When a business event type (D) is prebooked/cancelled:
Relationship 027 "has a prebooking for is created between ST and E or EL. If the prebooking is
cancelled, the relationship 027 is deleted.
A business event (E) or time-independent event (EL) cannot be prebooked.
When a business event (E) is cancelled:
The relationship 040 "has cancelled is created between the student and the cancelled event.

SAP AG

IHE102

8-5

Student Lifecycle Management allows for various booking options:

You can book modules, then select an event package and book the student on the events belonging to
the package.

You can also start from the event package, for example when you work with course codes. Then the
module to which the event package belongs and the events are automatically booked.

If you do not offer event packages, you can book students only on the modules and events offered by
the module.

You can book students only on modules.

Events which are not attached to modules are not provided for the booking options in Student
Lifecycle Management. You can book students only on events via TEM.

Note: This should not be the standard case because study data is stored at the module level. If you
book events only, you will not be able to store results (grades and credits) for student work. The
booking is not stored as academic history of students and will be not available for fee calculation.

If you want to store results for students, you have to book students at least on modules. If you want
to offer students a timetable or check whether their timetable is clash-free, you have to book them on
events, too. You do not need to offer event packages.

SAP AG

IHE102

8-6

During the module booking process, rules may be applied to check if the booking is allowed. These
can be academic checks such as prerequisites, or administrative checks (deadline and active
registration).
Depending on what the rule is assigned to, SLCM checks rules when:
The module booking screen is called => to check general module booking eligibility of the
student
A single module booking is performed => to check prerequisites for the single module
A list module booking is performed => to check rules applied to a selection of modules
Prerequisite and corequisite rules can be set up within the academic structure:
Relationships between SM and SM (529 is prerequisite of or 533 is corequisite of)
These rules are checked when module bookings (single and multiple) are performed. They can
allow for a conditional module booking if not all of the prerequisites and corequisites are
fulfilled.
Extended Booking Checks or the rules and regulations tool (VSR) framework can be used to define
rules. Callup points define at which time points of the module booking process these rules are
checked.
Four module booking callup points exist:
0001 Module Booking (General) This is the first check to be processed when a module is
booked. This callup point can be used to enforce overall student booking eligibility rules.
0002 Module Booking (Set) This check includes information on all of the students past and
current bookings. This is the last check to be processed.
0003 Module Booking (Single) This check is processed for each module currently selected in
the booking screen.
0090 for Extended Booking Checks

SAP AG

IHE102

8-7

You can book a student on a module or event package only if the study object (CS) exists for the
student in question. The study object is created
during admissions or
during registration

You can book a student on a module only if it is offered in the selected session

You cannot book a module if rules are not fulfilled / the booking is against the rules. The following
rules are delivered by SAP (hard-coded within the applications):
Check if student is registered on session for which modules should be booked
Check if module capacity is not exceeded
Check module booking periods (time limit 0300)
Note: Even those rules can be overridden using the rule overriding concept.

Additionally, you can define your own rules, using rule containers, holds and statuses, or customer
enhancements (BADIs), such as prerequisites:
You can book a student on a module only if the student fulfills the given prerequisites or the
prerequisites or rules allow conditional bookings. The prerequisites can be defined per module or
in general. Conditional bookings are allowed if the conditional booking allowed indicator is set
for the co-requisite/prerequisite relationships (529, 533) and for rule containers (509). In the
latter case, the indicator must also be set at the rule module level to define extended rules.

SAP AG

IHE102

8-8

You can assign an individual work object to a student in the module booking process. If the lecturer
or instructor has created several individual work objects for a module (representing different term
paper topics), the student can choose the topic (individual work object) (s)he intends to submit.

You can also create an individual work item during the module booking process.

When a lecturer or instructor creates individual work for a module or business event type, (s)he can
create a new individual work object for each topic. This would be the case if a term paper has
different topics.

Note: You cannot book a student on an individual work object without booking the associated
module and business events (if applicable).

SAP AG

IHE102

8-9

In Customizing, FKRRVH3URFHVVHVLQ6WXGHQW/LIHF\FOH0DQDJHPHQW0RGXOH%RRNLQJ

1) Details: Define Cancellation Indicators for Module Bookings: You can assign a cancellation
indicator to a module booking record in the module booking activity. Cancellation indicators define
when the system should take a module booking record into account:
In the prerequisite check for module booking, in progression, in appraisal

2) Details: Configure Check for Observance of Booking Periods

You define whether or not the system should check if the booking date is within the booking
period (time limit 0300). You can perform this check for the following callup points:
Callup point 0001 (module booking (general)), callup point 0003 (module booking (single))

3) Details: Define Mode for Withdrawal from Module Dialog

The system offers the withdrawal from module function (cancellation of all modules) in the
module booking dialog. You can set one of the following three values as system response for
withdrawal from modules:
'D' = The system cancels booked modules and terminates the dialog. You can set cancellation
reason.
'P' = The system displays the booked modules in list form. You can edit the list. The system
sets the default cancellation reason, which you can overwrite.
'F' = The system displays the booked modules in list form. You can edit the list. The system
sets the default cancellation reason, which you cannot overwrite.

You also have to make the required Customizing settings for modules, event packages, business
event types and business events within the academic structure. In the academic structure you need to
define for which modules and prerequisites a conditional booking is allowed.

SAP AG

IHE102

8-10

To access the module ERRNLQJGLDORJQDYLJDWHWRWKHVWXGHQWILOHDVIROORZV6$3PHQX6WXGHQW

/LIHF\FOH0DQDJHPHQW6WXGHQW)LOH7UDQVDFWLRQ3,467
Select a student. On the Registration tab page, select the Program you want to enter bookings for.
Then choose the Icon: [Program Content].
When you enter the program content, the module booking screen is displayed.

You can select the modules you want to book either:

From the module catalog or you can select only those modules which are offered in the selected
program of study.
The module booking does not restrict students to modules within the program.

SAP AG

IHE102

8-11

The module booking screen offers four sections (tab pages) where you can perform different steps of
the booking process. On the left side, modules are selected using the object manager and its search
tools. To locate modules via the Object Manager, you can:
Use the Structure Search option to access the institutions complete organizational structure and
view the modules that are offered by each organizational unit (module catalog view)
Use the Search Term option to locate modules by name (e.g. math*) to locate modules directly
linked to a particular organizational unit (e.g. Math Department), or to locate modules that are
indirectly linked to a particular organizational unit (e.g. Faculty of Sciences that includes the
Math Department).

The Booking dialog tab page is the "shopping basket" for module bookings:
It is filled in by the selections chosen under Module details (for one module and its event
packages/events) and under Selection (choose a list of modules by defining filter criteria).
It offers the possibility to preselect, prebook, book or cancel modules. You can also change the
status of the module booking, for example from preselect to book.
The preselected list of modules is stored within the Booking dialog tab page. It shows the
number of booked modules and attempted credits.
You can access all booked events belonging to the module bookings by choosing Business
events.

The Booking history tab page shows an overview of all booked modules.

The Module details tab page is used for single module bookings: Here you can select a single
module, view the module details, and select event packages or business events.

The Selection tab page offers various selection possibilities for selecting a list of modules which
fulfill certain criteria in one step and copying it to the Booking dialog tab page.

SAP AG

IHE102

8-12

To select a module, you locate it via the Object Manager and select it (double-click) in order to
commence booking.

The selected module will then be copied over to the Module details tab page, where the available
business events/event packages/individual work for the current academic year and session (based on
todays date) will be displayed.

If this module has not been scheduled for the current academic year/session, the system indicates the
next academic year/session in which business event/event packages are scheduled for this module.

If you use any of the booking modes, a detail screen on which you can specify booking details
appears:
You can change the default academic year/session if it is necessary to book students for future
academic year/session combinations.
You can select event packages, business events or individual work if offered
You can define booking details for the module, such as:
For variable credit modules, you can specify the number of credits to be attempted (a value
that falls between the module minimum and maximum credit values).
You can specify the assessment method (used for grading).
If the module should be booked free of charge (yes/no)

SAP AG

IHE102

8-13

You can decide whether you want to make a single booking or copy the selected module/event
package/business event to the Module dialog tab page.

If you copy it to the Module dialog tab page:

You are able to book the module as part of your shopping basket. The advantage is that rules
defined for the shopping basket can be applied (i.e. taking into account a list of modules)
The module will get the status book, and you cannot select the booking mode.
You are not able to enter any booking details. They will be defaulted by the module details.

If you decide on a single booking:

You can select the booking mode
You can specify module details
You are not able to apply rules for a list of modules (such as minimum or maximum number of
attempted credits necessary or allowed during one session).

SAP AG

IHE102

8-14

You can view a students booking history on the Booking History tab page. You can show the whole
history, or you can apply different filter criteria to limit the displayed bookings, such as:
Academic year and session
Booking status
Stage

You can also display statistical information on all bookings (Show statistics), counting the total
number of modules and attempted credits which have been:
Successfully completed (result of grading)
Unsuccessfully completed (result of grading)
Booked
Cancelled

You can display activity documents by choosing a module booking on the Booking Dialog or
Booking History tab page and double-clicking the selected booking. The detail module booking
screen appears. There, choose the menu item :
Extras
Activity Documents

SAP AG

IHE102

8-15

 SAP AG

IHE102

8-16

BAdIs allow to define specific system behavior in customizing

Filtering search query results
Defining precheck conditions based on a filter
Setting booking level (M/E/SE). Default implementation is provided
Filter academic periods that are shown on initial screen (HRPIQ00MBSS_PERIOD_FILTER)
Filter values in the dropdown boxes in the Advanced Search (e.g. based on Subject Area)
Map search criteria values selected by the student to internal values (e.g. Subject Area->
Discipline)
For using the above mentioned default cancellation reason function, a default cancellation reason
must be specified (from any of the existing cancellation reasons). Various cancellation reasons can
be specified for bookings includ. waitlisted bookings.
The special module category cannot be created within the Academic Structure. The special category
allows to classify courses through the category assignment. Users can define what Module Group
Category will be used, create Module Groups of these categories and assign modules to them.
Customers can add a firewall between the frontend and install layers on different servers. An
authorization check at application level and data level ensures that users can perform permitted
actions only. Students are permitted to only access the front-end servers that are outside the firewall.
Their operations are filtered and limited by the firewall. All the productive servers are inside the
firewall and are protected, also in case of e.g. a front-end system overload or crash.
Authorizations that are checked during Course Registration include:
MB01: Create New Module Booking
MB02: Change Module Booking
MB03: Cancel Module Booking
MB04: Display Module Booking (Basic authorization: If the user does not have this
authorization, he or she cannot navigate from the initial page to subsequent pages.

SAP AG

IHE102

8-17

The Web Course Registration offers the following options:

Determine which academic sessions should be displayed in the drop-down
Assist students to select their modules and define the module group category which will be used
Restrict Search Drop-Down-Lists
Mapping Search: Allow the single search drop-down value to match against multiple system
values, e.g., Subject Area 01 should match against back-end values 01, 01.01, 01.02, etc.

The general Business Add-in HRPIQ00MBSS_PRECHECK allows to add your own rules/messages.
Default implementations for different filter values are offered in the system. You can create BadI
implementation with one of the following Filter Values:
BOOK_OFFER: Book Module and Section
MOVEUP_WAITL: Move up a module from waitlist
SWAP_SECTION: Swap/Change booked section
CANCEL_BOOKED: Cancel a booked course
CANCEL_WAITL: Remove a course from waitlist
ESTIMATE_FEE: Tuition Estimation

IMG path: SLCM Role-based Web UI

Available import parameters are Student Object, Booking Context, Modules booked/cancelled, and
Events booked/cancelled

SAP AG

IHE102

8-18

Without the availability of the flexible Extended Booking check (based on the old pre-requisite
rules), a list of modules would have to be defined as pre-requisites and co-requisites by using the
AND relationship. Example: If you specified that modules named Basic Arts 1 and Basic Arts 2 are
pre-requisites of the module Advanced Arts 1, the student is required to have completed (or at least
booked) both Basic Arts modules before booking Advanced Arts 1. In that case the system does
not permit to use the OR relationship to specify that the student must have completed either Basic
Arts 1 or Basic Arts 2 before booking Advanced Arts 1.

If VSR-based workarounds are used to map the above example which represents a simple prerequisite check, this would result in a huge volume of VSR rules. Details of the Validation,
Substitution, and Rules (VSR) framework are described in the Chapter Tools.

With the availability of the Extended Booking framework, VSR validation rules may be applied in
specific cases. The majority of rules can be mapped with the Extended Booking check framework.
Old pre-requisite rules in the system will not be affected by the Extended Booking framework.

The following slides provide an overview on the Extended Booking Check. For details on this
functionality please refer to the following documentation: https://www.sdn.sap.com/irj/bpx/highered
Knowledge Center Student Lifecycle Management Best Practices, Implementation Guidelines
and Tutorials BPX Extended Booking Check Cookbook.

SAP AG

IHE102

8-19

Transaction PIQEXTCHECK (Student Lifecycle Management Menu-> Academic Structure Rules

Extended Booking Checks opens the Edit Extended Booking Check maintenance screen:
To maintain extended booking conditions, go to button and menu entry Edit Extended Booking
Condition on the Module Catalog screen to open the pre-requisite maintenance screen.
From this screen, you can search and select the module for which the pre-requisite is to be
maintained. You can view the hierarchy of all requirements and sub-requirements maintained for
the booking check.
The screen provides a framework to create complex booking conditions. To achieve this, rule
containers (RC) containing rule modules (RM) can be assigned to a module.
The following detailed functions are available in transaction PIQEXTCHECK:
Create new requirements (RC).
Create new sub-requirements (Index-dependent RM/Booking Check and Index-independent
RM Booking Check).
Requirements are called index-dependent if they are represented by a specific index (e.g.
grade). Example module has to be completed with a specific grade or better.
Requirements are index-independent if no specific index is assigned to them. Example:
student must select module from a specific discipline.
Enable the OR logic within the sub-requirements for the selected rule container.
Delete a requirement assigned to a module.
Delete a sub-requirement linked to a requirement.
Select the Conditional Booking button to allow conditional booking for the selected module. You can use the existing conditions created for pre-requisite or co-requisite checks or create own
BAdI implementation for different checks.
Display or change the requirement assigned to the module.
Display or change the sub-requirement linked to the rule container.
Display the description of the sub-requirement.

SAP AG

IHE102

8-20

Use of AND & OR Logic within Rule Containers and Rule Modules
When multiple subrequirements are included in a RC, they are by default joined by AND. In
this case, the worst subrequirement result becomes the overall result of the Rule Container.
When the Logical OR flag is activated for the RC, the RC receives the best result of the
included subrequirements.

Multiple Rule Containers

Each Module can have multiple Rule Containers for Extended Booking Checks. The logical
operator across multiple Rule Containers is AND. It would be used in cases where you want to
combine different modules on the level of a rule container.

The worst Rule Container result becomes the final result of the Extended Booking Check.

SAP AG

IHE102

8-21

You can set up a conditional booking at rule container level. When the extended booking check is
performed, the system checks the conditional booking status for each of the rule containers attached
to a module and will respond as follows:
Sub-requirement Evaluation: The system checks whether or not the pre-requisite module has
been booked and completed. If the pre-requisite module is booked and completed then the user
can book the module as usual. Otherwise, the system checks whether the pre-requisite module
has been booked in the previous session. If it has, the module can be booked conditionally
provided conditional booking has been enabled for that requirement.
Co-requisite Check: The system checks if the co-requisite module has been booked along with
the selected module. If the co-requisite module is booked along with the selected module, the
student can book the module as usual. If the co-requisite has been booked conditionally by the
student, then the module booking is conditional.
Example: you defined module English 101 as co-requisite of English 102, using the extended
booking check function. If English 101 is booked conditionally by students, they are allowed to
book English 102 conditionally.
Note: If the pre-requisite module has already been booked in previous sessions the selected module
can be booked conditionally, if the conditional booking indicator is maintained in the additional data
at the relationship between the modules. If the conditional booking indicator is not maintained, the
module cannot be booked conditionally.
Note: The user cannot manually set the Automatic Conditional Booking status during module
booking.
For Index-Dependent subrequirements in a Conditional Rule Container, the result is always P or
U. (i.e. N becomes U)
For Index-Independent subrequirements, SAP delivers two BAdis which must set the results:
SAP8: Pre-requisite Check
SAP9: Co-requisite Check

SAP AG

IHE102

8-22

The Message Log will state whether a module can be conditionally booked, booked as normal or
cannot be booked at all. Messages shall be overwritable e.g. by a Registrar.

You are authorized to override the overall booking result of the extended check and proceed with the
normal booking. The permission for overriding error messages can be maintained in the message
control of the rule container. Override of any RC provides override of the entire Extended Booking
Check.

Depending on the check result, the following actions are possible:

If the extended booking check results state that all conditions were fulfilled, you can proceed to
book the module.
If the extended booking check results state that the module can only be booked conditionally or
cannot be booked, the system displays an error message and the log of all the conditions that
were not fulfilled in the Module Booking: Message Log.

If conditional booking is allowed for the module, you can proceed to book the module conditionally
using the Automatic Conditional Booking indicator.

If you have overriding permission for the error message that was raised, you can book the module as
usual using the No Conditional Booking indicator.

If conditional booking is not allowed for the module and you do not have overriding permission, you
cannot book the module.

If a student has a Special Approval for the booking, callup point 0090 is skipped altogether (i.e.
Extended Booking Check is not carried out).

SAP AG

IHE102

8-23

Please refer to the examples and scenarios described in the Extended Booking Check Cookbook
which you find in the BPX for Higher Education.

SAP AG

IHE102

8-24

 SAP AG

IHE102

8-25

 SAP AG

IHE102

8-26

The system contains a standard maintenance dialog and an extended maintenance dialog with
additional expert functions.

Normally, many users in the system will be authorized to use the standard student file transaction.
However, only a few expert users will be entitled to create and maintain data using the extended
maintenance dialog of the student file, for example to correct errors, enter missing data, etc.

You can access the extended maintenance dialog in two ways:

Menu path: Student Lifecycle Management Extended Maintenance Dialogs Student File
(Extended Maintenance), or
Student File (PIQST00): Edit Switch Maintenance Dialog

You require an authorization for transaction PIQST10 to access the extended maintenance dialog of
the student file.

SAP AG

IHE102

8-27

The extended maintenance dialog should only be used in exceptional cases, for example to:
Correct errors
Change data which cannot be changed with standard functions

SAP AG

IHE102

8-28

 SAP AG

IHE102

8-29

 SAP AG

IHE102

8-30

 SAP AG

IHE102

8-31

Business Example for a composite module scenario:

A year-long Course (CRS101) is taken in two parts (CRS101F and CRS101S)
Student books CRS101 and CRS101F in the Fall Semester
Student receives an interim grade for CRS101F
Booking for CRS101 is continued into the Spring
Student books CRS101S in the Spring Semester
Students grades for CRS101S and CRS101F are rolled up into the appraisal for CRS101, along
with any other elements, such as an overall exam
Module infotype for included Modules is IT 1764. To maintain it via transaction PIQSM:
Select the tab [Include in Appraisal]
Select the radio button [UD Selection]
Select the pushbutton [Add Modules] to select relevant modules.
Select [Save] to complete.
OPTION for the above example: You could additionally put CRS101, CRS101F, and CRS101S into
a Module Group together to further document the Composite Module. The Module Group is
available as a field in the Academic Work display, for example.
Note: If you use Module Groups to encapsulate Composite Modules, these modules should not be
directly included in other Module Groups.
To include a Module in multiple Composite Modules use the Cross-Listing option of Modules.
Appraisals Templates can reference Appraisals of included Modules (as Appraisal elements with
automatic calculation).
Various RFCs and BAdI implementations are available to help manage the specific process for
an institution (via a customer report).

SAP AG

IHE102

8-32

You need a Key Figure for this purpose:

First, create a PI Calculation that returns a grade average and attempted credits (similar to
calculation GRAD, but with credits)
Next, create a Performance Index using that PI calculation
Next, create a Key Figure that uses that Performance Index
Next, create an Appraisal Type for Included Module Grades

SAP AG

IHE102

8-33

 SAP AG

IHE102

8-34

 SAP AG

IHE102

8-35

 SAP AG

IHE102

8-36

Access the Cohort Builder using either of the following methods:

Transaction: PIQCOH00

Menu Path: Student Lifecycle Management Tools Cohort Builder

Note:
Every change you make in the Cohort Builder takes effect from the Key Date (until 12/31/9999),
except for the Events and Module Bookings, which take effect from the specified Academic
Period.

Note:
Sessions of Offering and Context Objects assigned to the main Cohort are inherited by SubCohort.

SAP AG

IHE102

8-37

 SAP AG

IHE102

8-38

Student Distribution via Pushbutton Functionality:

Use a Selection Method to add students to the Main Cohort for distribution. (e.g. all incoming
Freshmen)
After all students are added to the Main Cohort, use the push button [Students] or the Function
Key [F9] to distribute them to the Sub-Cohorts
A Pop-up window with traffic light log display will be presented with the list of students to be
distributed.

Students are distributed in Round Robin fashion according to the following algorithm:
Take the students in the appropriate order from the list of the Main Cohort to the first Sub-Cohort
until its optimal capacity is reached.
Continue in order with the list to the second Sub-Cohort, until again its optimal capacity is
reached

Cohort assignments can be viewed on the [Cohort] tab in the Student File.

Note: The order of the main cohort list is controlled by the user with the ALV grid. The student
distributor button respects the order of the main cohort list

The algorithm for the distribution of the students can be changed by implementing a delivered BAdI:
BAdI: Distribute Students from Cohort to Sub-cohorts (ES_HRPIQ00COHORTS_DIST)
Method: DISTRIBUTE_STUDENTS
IMG Path: Student Lifecycle Management Processes in Student Lifecycle Management
Cohorts

SAP AG

IHE102

8-39

The Cohort Builder is used as a planning and reporting tool for Module Bookings.

Module bookings can be performed in the Cohort Builder, but in reverse, the Cohorts are not updated
by the Module Booking application. All existing data related to Module bookings, Sessional
Registrations and Where-Used Lists is affected if the Cohort Builder application is used.

The Module Study Plan application (in the Academic Advisor UI) also uses Cohorts. Module Study
Plans are Cohorts for one single student, and have the Context 0002. Since many Study Plans may
exist in a productive system, it is suggested that you hide Context 0002 Cohorts in the Object
Manager in the Cohort Builder UI.

If new bookings disappear after a change of the Cohorts context objects in the Complete Module
Bookings Mode, they will nevertheless be saved to the database when you hit the <Save> button.
This enables you to run mass module bookings for several different sets of offerings before saving
all the changes of the context objects finally to the database.

You can use Cohorts either hierarchically or flatly. If you use them hierarchically, Module bookings
are taken into account for all students and context objects, whether they are inherited or not.

In a Cohort-hierarchy the result of a Missing Bookings Analysis depends on the hierarchy level.

SAP AG

IHE102

8-40

Mass Booking Process Steps:

Assign students to the Sub-Cohort that you wish to book.
Enter the Cohort context of Event Package, Module, or Event via tab [Context Objs]
Select the Push Button: [Module Booking] or (CTRL+SHIFT+F9)
Select an Academic Year and Session in the pop-up window. The message Mass Update is
available for Module Booking and will be displayed at the bottom of the screen.

Note: The context object of the Main Cohort (Module) must exist and be inherited by the SubCohort (or be entered directly) in order for the for Mass Booking to work.

Hints and Remarks:

If new bookings disappear after a change of the cohorts context objects in the missing booking
mode, they will nevertheless be saved to the database when you hit the <Save> button. This
enables you to run mass module bookings for several different sets of offerings before saving all
the changes of the context objects finally to the database.
You can use cohorts either hierarchically or flatly. If you use them hierarchically, module
bookings are taken into account for all students and context objects, whether they are inherited or
not.
In a cohort-hierarchy the result of a missing booking analysis depends on the hierarchy level.
The mass module booking functionality is available for cohorts of the context 0001 (Module
Booking) and 0002 (Module Plan) only. Customer contexts Z*** cannot be used for mass
module bookings.

SAP AG

IHE102

8-41

SAVE YOUR WORK! After switching to the Complete Module Bookings Mode, all required
module bookings will be done, but they are not yet saved to the database. The data is held in the
buffer and the slots of the courses are reserved in a special buffer.

The affected students are locked until the Module bookings are saved to the database.

When the Module bookings are saved, no more business checks (e.g. checks at the call-up points) are
performed. All business checks are done during the Missing Booking Analysis.

As soon as you have switched to the Complete Module Bookings Mode, changes of the Context
Objects can lead to new bookings automatically. They will be saved after hitting the <Save>-button.

Notes:
Even the activity documents, the registrations in background and so on are saved only after
pushing the <Save>-button in the Cohort Builder.
Leaving the Cohort transaction without saving will lead to a data loss!
You can use this feature to run test mass bookings. These bookings are absolute valid bookings
with all business checks and most of the technical checks already done, but without being saved
to the database.

SAP AG

IHE102

8-42

 SAP AG

IHE102

8-43

 SAP AG

IHE102

8-44

 SAP AG

IHE102

8-45

Students can be booked on waiting lists for courses and be moved up to regular seats as soon as they
become available. That can be controlled by booking priority or the booking date and time or by
customer defined details.

Students can be moved up automatically or can accept the offer and move up in a self-service.

During the module booking process capacity and availability of courses are checked. Once the
capacity and resource limit of a course is reached the student can be booked on a Waiting list, either
manually or in an automated way.

For maintaining waiting lists a report is available. With this, waiting lists can be viewed and the
process to fill up available seats can be started.

SAP AG

IHE102

8-46

You can define for which of the object types SM, SE or E the system should allow waiting lists. This
is done by defining the waiting list level. This can either be done
Globally for all study modules in the system (via Customizing, Student Lifecycle Management
Processes in Student Lifecycle Management Module booking Waiting lists)
Per study module (in Infotype 1746 study module data of the study module SM)

Without the customizing settings for waiting lists, the system will only create module bookings
without waiting lists.

Note: it is recommended that you use the same booking priorities in Student Lifecycle Management
as you do in Training and Event Management. You can find the booking priorities for TEM under
the Customizing for Training and Event Management Booking Priorities.

Automatic booking: the system books students on waiting lists when the capacity of a module or
event package is exceeded

Manual Booking: you can always book students manually on waiting lists within the module
booking dialogue

For events: waiting list booking must always be done manually

If you want to book a student on the waiting list for a module even if there are still seats available,
you have to change the booking priority for this booking adequately (see next slides for information
about booking priority).

SAP AG

IHE102

8-47

You can define the booking priority range, depending on the booking type, in Student Lifecycle
Management Customizing under waiting list settings.

Note: Make sure that booking priorities set for module bookings and event package bookings under
Student Lifecycle Management are synchronized with those made for event bookings under
Training and Event Management. When a module with event is booked, the Training and Event
Management settings apply for the event booking, while the SLCM settings for booking priority
apply for the modules.

,0*SDWK7(0'D\-to-'D\$FWLYLWLHV%RRNLQJ%RRNLQJ3ULRULWLHV

SAP AG

IHE102

8-48

You can distinguish between capacity for available seats and waiting list capacities. The capacity for
available seats for a module, event package or event is defined as optimum and maximum capacity:
The optimum capacity allows to book students with normal booking priority.
The maximum capacity allows to book students with essential booking priority. These bookings
have a higher booking priority number. Please note that the waiting list functionality always
considers the optimum capacity of the object! It does not check against the maximum capacity.

The number of waiting list places defines how many students can be booked on a waiting list. It can
either be defined globally in customizing (as percentage of the optimum capacity of the object in
question) or locally at the object, e.g. module itself. This will overrule the global definition.

An IMG task is available to completely suppress any checks against module capacity during
booking: SLCM Processes in SLCM Module Booking Exclude Capacity Check at Module
Level.

SAP AG

IHE102

8-49

The check for capacity works as described in the following example:

A module called Training has an optimum capacity of 10 seats, max. capacity of 20 seats and a
waiting list capacity of 5 seats

For some of the students who are booked on the module, it is mandatory. Therefore they are booked
with essential bookings (= highest priority). Others are booked as normal bookings.

We have at the current status:

12 students are booked on the module, 5 of them with essential bookings
The optimum capacity is exceeded, normal bookings are not possible any more. The maximum
capacity is not exceeded yet, essential bookings are still possible.
Any further normal booking will be booked as waiting list bookings. Important: once a waiting
list has been started for this module, and the optimum capacity is exceeded, you cannot add
further essential bookings! They will also be added to the waiting list.

Now 3 students have canceled their bookings. This means:

9 students are booked on the SM now, the optimum capacity is no more exceeded.

Another student is going to book the module (normal bookings).

The student will be transferred to the waiting list, though the optimum capacity is not exceeded any
more. But once a waiting list has been created by the system, it is not allowed for further students to
fill up empty spaces until the waitlisted students are moved up. This is done during booking the
module.

SAP AG

IHE102

8-50

Further students try to book the module. Now the situation is as follows:

5 further students tried to book the module as normal booking. They will be booked on the waiting
list because a waiting list already exists as the optimum capacity of the module has been exceeded
before. Now 9 students are booked on the module, 5 of them with essential bookings. There are 6
students on the waiting list.

=> Why are 6 students on the waiting list if the waiting list only has 5 places?

Because the system adds the available seats on the module until the optimum capacity + the
available waiting list places are reached and compares it to the current bookings + the current
waiting list bookings. This results in a total booking capacity of 15 (including waiting list), which is
reached by 9 bookings on the module + 6 waiting list bookings. Essential bookings will always also
count towards these figures! If another student wants to book the module, it will not be allowed, nor
is the student transferred to the waiting list, because the capacity including waiting list has been
exceeded.

SAP AG

IHE102

8-51

Move up processes may take place when booked students have cancelled their bookings and seats
are freeing up. Or the process may be started at a point in time when the normal booking period is
closed and students which had to wait for seats on the waiting list are moved to normal seats in
case there are some left.
To start the move up process, go to the waiting list report under Student Lifecycle Management
Student Administration Reports. There you have to access the module, event package or event for
which you have created a waiting list via the selection method.
Students are moved up from the waiting list to available seats according to the order of the waiting
list which is defined by:
booking priority
booking date and time
other criteria (as implemented in a BADI)
Eligibility to move up:
You would choose this process variant if, e.g., you want to let the students turn their waiting list
bookings into normal bookings via a self service scenario, e.g.:
A student is booked on the waiting list
At a certain point of time, a course administrator checks the number of available seats and marks
the student as eligible to move up
A message is sent to the student to inform him/her that he is eligible to move up
The student enters the student self service and books the course s/he is waitlisted for (= turns the
waiting list booking into a normal booking)
Note: The rule checks during a waitlist move-up can be bypassed (e.g. for performance reasons). The
Waitlist move-up report offers checkbox to bypass VSR (for Callup Point 0003), pre-requisite, corequisite, and extended booking checks.

SAP AG

IHE102

8-52

Technical Background:
If the eligibility to move up is activated, the system uses the minimum priority for waiting list
bookings when it flags the eligibility to move up. This means:
You defined the minimum priority of a waiting list booking as 90. You also activated the
eligibility to move up (value X). The system then interprets
the booking priority value 90 as the eligibility to move up,
a booking priority value over 90 as a regular waiting list booking.

Technical Background (examples):

Waiting list bookings are stored with priority 91 or higher
Once a waiting list booking is marked as eligible to move up, the booking priority is turned into
90 (which is defined as the minimum booking priority for waiting lists)
The system recognizes all bookings made with booking priority 90 as waiting list bookings
which are eligible to move up.

SAP AG

IHE102

8-53

 SAP AG

IHE102

8-54

Exercise
Unit: 8. Course Registration/Module Booking

At the conclusion of this exercise, you will be able to:

Book modules for your student in the Course Registration UI

Change your students existing bookings in via the SAP GUI

A faculty member is the academic advisor of a student and advises the

student on the planned course bookings for the upcoming semester.
Together they have identified courses to be booked in the next upcoming
semester. The student now knows the courses which should be booked
and therefor accesses the course registration User Interface

Note: The exercises 8.1 and 8.2 are necessary for preparation reason but not part of the tasks of
an academic advisor.
8.1. Preparation for using the Course Registration User Interface
Prerequisite: Assign the Business Partner of your student to your SAP user:
1. Determine business partner number of your student
2. Go Transaction Code SU01 and access your user id in change mode .
3. Click the References button via [go to] and [references] on menu bar.
4. Click the Insert icon in the middle of the screen.
5. Enter Object Type BUS1006
6. Enter the business partner number in the key field. The field must be 10 full digits so fill
with leading zeros if necessary
(Tip: Find the Business Partner Number in the Student File. Use the menu path Utilities
Technical Information)

SAP AG

IHE102

8-55

8.2. Add the Web Dynpro Application PIQ_MBSS_OIF for Course Registration to your
favorites in the SAP Menu Favorites.
The student is now accessing the Course Registration UI and books the courses which have
been identified together with the academic advisor.
Note: If UI does not allow you to select academic period in course registration UI, you have
registered your student to an academic period where date today is in the future of it.Just reregister you student to next academic period.
8.3.









Book your students modules in the Course Registration UI

Check your students existing bookings (waitlisted courses)
Check whether your students registration window is open
Go to the extended search. Check the various search options that are available.
Select courses with section
Add the selected course(s) to your registration cart
Check: are there any prerequisites? Note: Extended Booking Check must be
maintained! Else message There are no prerequisites will show up.
Book the selected courses
Check: is there another way to book courses outside the registration cart?

Student would like to add a course booking but does not have access to the internet. Hence the
student is asking a fakulty member tochange the module booking for her/him.
8.4.

Change your students existing bookings via the SAP GUI. (Add a Module
booking)
 Use SAP Menu Student Lifecycle Management Student File.








Go to application menu: Goto Program Content (F8) or Button

Go to tab page Selection and choose the current/year session.
Click the button Select Modules
. Choose a Module you have
created. Click the button Copy to transfer your selection to tab page Booking
Dialog.
From the tab page Booking Dialog, double-click the module. The screen Create
Module Booking is presented.
Double-click on the Event Type. The Event will be displayed at the bottom of the screen.
Select the Event and click on the [Save] Icon to complete the booking.

8.5 Optional Exercises: Academic work overview and extended maintenance

1 a. Create a module work record in the extended maintenance dialog.
1 b. Explore the academic work overview. What selection criteria can be used to filter the
records displayed in the overview?
2. Which performance indices are displayed in the extended maintenance dialog?


Use SAP Menu Student Lifecycle Management Extended Maintenance Dialogs

Student File (Extended Maintenance). Then go to application menu Goto Academic
Work Overview (Ctrl + F11)

SAP AG

IHE102

8-56

8.6
1.

2.

Optional Exercises: Course Registration/Module Booking

Give examples of booking related activities during which rules assigned to the following
callup - points are checked:
0001
0002
0003
In which cases is it possible to make a:
a.

regular booking

b.

conditional booking?

3.

Give examples of individual work items.

4.

Which prerequisite needs to be fulfilled so that individual work can be generated?

5.

What is the purpose of booking windows? Where are they assigned?

6.

Where can the module booking related activities of a student are viewed?

7.

Describe the difference between the academic work overview accessed in the student file
versus the extended maintenance dialogue? What needs to be considered regarding
changes conducted in the extended maintenance dialogue?

SAP AG

IHE102

8-57

 SAP AG

IHE102

8-58

Solution
Unit:

8. Course Registration/Module Booking

Solution to Exercise 8.1

Assign your Student Business Partner to your SAP User as follows:
Determine business partner number of your student: Access your student via student file and
click [Utilities] and [Technical Information] via menu bar. Copy partner number
Execute Transaction SU01Enter your User Name in the field User and click on the Icon
[Change]
Select the menu path: >Go To>Reference
Click on the Icon [Insert Row] at the bottom of the screen.
In the field Object Type enter the value: BUS1006
In the field: Key the Business Partner number. The number must be 10 full digits so fill
with leading zeros if necessary.
Click [Save] to complete

Solution to Exercise 8.2

On the Easy Access Menu, select: Favorites>Add Other Objects
Select Web Dynpro Application
Select the application: PIQ_MBSS_OIF and click on the Green Tick to complete
Double-click on the transaction created in the previous step to access the Course
Registration UI
Click an Academic Period and click on [Start] to proceed

SAP AG

IHE102

8-59

Solution to Exercise 8.3

Click on the tab [Waitlist] to view waitlisted bookings
Check the colour of the Reg. Window traffic light in the screen header. Green=Window is
open. Red=Window is closed.
Click on the tab [Search] and select Advanced. The extended search screen is displayed.
Click on Advanced to switch back to Simple Search.
Enter a wild card in the search field, example: hist* and select the box With Section and
click on [Go]. The Event details are displayed the tab [Section].
Select the row and click [Add to Registration Cart]
Pre and Co-Requisites can be viewed on the tab [Module]
To book a course from the Registration Cart, highlight the row and select [Register
Selected].
Courses may be booked without using the Registration Cart by choosing the pushbutton
[One-Click Registration]

Solution to Exercise 8.4

SAP Menu>Student Lifecycle Management>Student File
Select your student and click on the Icon [Program Content]
Click on the tab [Selection], select the Year and Session and click on the button [Modules]
Select a Module and use [Copy] to transfer the Module to the tab Booking Dialogue
Double-click on the Module in the tab Booking Dialogue to display Event offerings.
Double-click on the Event Type to display the Events (at the bottom of the screen)
Click on an Event and select [Save] to complete. The booked Events may be viewed from
the tab Booking Dialogue by clicking on the pushbutton [Business Events]

Solution to Exercise 8.5(1a)/Optional Exercises Academic Work Overview /Extended

Maintenance
SAP Menu>Student Lifecycle Management>Extended Maintenance Dialogs>Student File
(Extended Maintenance). >Go To>Academic Work Overview (Ctrl + F11)
Click on the [Create] icon and select Create Module Work
Select a Module, specify and Academic Year and Session
Enter attributes in the Usage and Appraisal sections and [Save]

SAP AG

IHE102

8-60

Solution to Exercise 8.5(1b)/Optional Exercises Academic Work Overview/Extended

Maintenance
Program Type and Program
Academic Year and Session
All/Completed/Transferred Academic Work

Solution to Exercise 8.5 (2)/Optional Exercises Academic Work Overview/Extended

Maintenance
Select the button [Performance Indicies]
Indicies displayed: Total GPA, Grade/Value

Solution to Exercise 8.6 (1)/Optional Exercises Course Registration/Module Booking

0001 Entrance of Module booking dialog
0002 Booking a list of Modules
0003 Booking a single Module

Solution to Exercise 8.6 (2)/Optional Exercises Course Registration/Module Booking

a. regular booking
Student must be admitted and registered/re-registered for the session.
The specified Module and/ or event package must be offered in the session.
Student has fulfilled the prerequisites or other rules.
b. conditional booking?
Module and prerequisite allow conditional bookings and the student has not fulfilled the
requirements but is expected to fulfill them

Solution to Exercise 8.6(3)/Optional Exercises Course Registration/Module Booking

Dissertation, homework assignment, work/study project, etc.

Solution to Exercise 8.6(4)/Optional Exercises Course Registration/Module Booking

The category relevant for individual work must be defined on SM or D level

SAP AG

IHE102

8-61

Solution to Exercise 8.6(5)/Optional Exercises Course Registration/Module Booking

Booking windows allow priority registration.
The window attribute is set in the Student Master Data (manually) or automatically using a
standard report
Solution to Exercise 8.6(6)/Optional Exercises Course Registration/Module Booking
Program Content (Module booking dialogue in the student file)
Tab [Booking History]
Solution to Exercise 8.6(6)/Optional Exercises Course Registration/Module Booking
All academic work records of a student can be viewed with the Academic Work
Overview function in the Student File.
The extended maintenance dialog transaction contains additional expert functions for
editing and creating academic work records.
Solution to Exercise 7.5
SAP Menu>Student Lifecycle Management>>Student File.
Select the tab [Registration]
Highlight the Program BA History GroupXX, click on the pushbutton [De-registration]
and select the option Withdrawal
Enter the following data in the pop-up window and save:
 Registered Until: End date of current Academic Session.
 De-reg Reason: Select from the drop-down list
 Cancel Study Segment: Leave this flag empty!
 Click on [Save] to complete.
Solution to Exercise 7.6
SAP Menu>Student Lifecycle Management>Student File.
Select the tab [Registration]
Highlight the Program BA History GroupXX, click on the pushbutton [De-registration]
and select the option Withdrawal
Enter the following data in the pop-up window:
 Registered Until: End date of current Academic Year
 De-Reg Reason: Select a reason from the drop-down list
 Cancel Study Segment: Leave flag empty!
 Click on [Save] to complete.

SAP AG

IHE102

8-62

 SAP AG

IHE102

9-1

 SAP AG

IHE102

9-2

 SAP AG

IHE102

9-3

 SAP AG

IHE102

9-4

 SAP AG

IHE102

9-5

 Grades are the outcome of the grading process during which the work of each student is evaluated.
Credits are expressed in the hours of course work in a week.
Credits are assigned at module level. A range of credits for a module allows some flexibility in
delivering the number of credits. You can distinguish between attempted credits, graded credits and
earned credits:
- Attempted credits: A student can book modules with a credit value between the minimum
and the maximum number of credits specified for the module. This reflects the attempted
number of credits.
- Graded credits: If the student is graded for the work done within the module, the number of
attempted credits is the number of graded credits. If the student does not receive a grade for
some reason, the number of graded credits is 0. Graded credits are most used for weighting
a grade in the average grade calculation.
- Earned credits: Only if a student has passed the module (depends on the grade) is the
number of attempted credits earned by the student and transferred to his/her academic
record.
Credit Units:
- For internal modules (academic work) the system supports only the credit unit specified in
the IMG.
- For external transcripts, you can customize and use different credit units (for example,
semester and quarter credits). Automatic conversion between different credit types is
supported. All credit units must be defined as units of measurement with no dimensions.

SAP AG

IHE102

9-6

 Scales express the format in which a grade is stored. They also contain the conversion logic for
converting from one scale to another.
SAP does not deliver any grading scales. The system works internally on a system scale which is not
intended for screen display. You therefore have to define customer scales before you can use grades.
Different scales can be used in different applications. For grading this means that: When you enter
grades for module appraisal, the system stores the grading scale to be used for the appraisal in the
appraisal structure (see next topic).
When you enter a grade for module appraisal, the scale which defines the format of the grade is
taken from the scale defined in the booking relationship or it is inherited from the Evaluation
Infotype (1710) of the module or program of study (not in use yet):
Starting from the program of study (SC) and following to the module (SM).
If neither has a scale in this infotype, the system uses the default scale for modules defined in
Customizing for Student Lifecycle Management under: Student Lifecycle Management Master
Data Academic Scales Define Standard Scales (variable CAMPU SCLSM = Universal
Module Scale (SM)).
Additional grade symbols for grading can be controlled via BADI in the appraisal dialog: IMG for
Student Lifecycle Management under: Student Lifecycle Management Master Data Academic
Scales Business Add-Ins (BAdIs) BAdI: Additional Grade Symbols.

SAP AG

IHE102

9-7

 Scales contain the conversion logic for converting from one scale to another. The conversion logic is
maintained within the definition of the scale.
The storage of the grade on the universal reference scale allows you to convert grades to any other
grading scale to another scale.
This allows you, for example, to maintain different grading scales within one system (for different
programs of study, different organizations, etc.). Furthermore, you are able to support grading scale
changes over the time without loosing the grades for existing work in the system.
All kinds of external grades and grade averages (e.g. from other universities, schools, tests, etc.) can
automatically be converted according to internal grading scales.

SAP AG

IHE102

9-8

 In Student Lifecycle Management you can set up the following grading scale types:
Quality scale: Examples of this type of scale include a 4 point scale (0,1, 2, 3, 4), alpha scales (A,
B, C, D, F or A+, A, A-, B+, ). When you create a quality scale, you must enter a scale ID and
description, the scale type quality scale, the base value (see below) and a sort order.
Linear quantity scale: A numeric 0 to 100 point scale is an example of this scale type. When you
create a quantity scale, you must enter a scale ID and description, the scale type linear quantity,
the base value, highest and lowest values of the scale, and the scale step interval (e.g. 1).
Partially linear quantity scale: Example - 0 to 100 with intervals that refer to sections of the
system scale.
Quantity scale (with conversion via a function module): A function module is an algorithm
which converts the specified scale to the system scale.
Notes:
External grade symbols are customizable
Internal grade symbols are defined via BADI

SAP AG

IHE102

9-9

 Student Lifecycle Management is built and delivered with a system scale with a value range from
0.00 to 100,000.00, the lowest value being 0.00 and the highest 100,000.00. When you set up your
own institutional scales in the system, you define a mapping between these scales and the system
scale. This information is used to convert values from one scale to another. For example, once this
mapping between scales is defined, the system can automatically convert the grades a student
received from an external institution to their equivalents in your institutions academic scale.
This slide shows how different scales are correlated after defining all relevant parameters (see next
slide):
Lowest passed value on system scale
Base value
Grading scale values (linear, quantitative, etc.)
Value description

SAP AG

IHE102

9-10

 The base value represents the lowest grade that a module or qualification is considered as
successfully completed. It must be set in a way that all scales used for internal and external grades
can be converted correctly to the standard scale. Usually this value is not very critical. A value of
50.000 to 60.000 is applicable in most cases. To be sure one should set up all required grading scales
and check whether the value works.
Note: In the following example the value is always set to 55000.

SAP AG

IHE102

9-11

 Student Lifecycle Management allows you to define a scale which only consists of two possible
values: pass and fail.
You need to define in the Customizing settings if the pass/fail result will transfer credits (in case it is
a fail) and will be counted toward the GPA or other index calculations.

SAP AG

IHE102

9-12

 During module booking, you can decide whether a student should be graded according to the
standard grading scale used for this module (= default) or if the student should only get a pass or fail
for the module. Depending to the settings made in Customizing, this can include the transfer of
credits or not.
When the students booked on the module are graded, students with a booking on pass/fail scale can
only receive a pass or fail, while the others are graded according to the standard grading scale (e.g. 4,
3, 2 or 1).
In order to use pass/fail modes, you have to maintain pass/fail scales in Customizing (Enter a grading
scale which has only two entries: pass and fail (see Customizing of Student Lifecycle Management:
Student Lifecycle Management Master Data o Academic Scales. You can use a quality scale for
this.)
Then you have to maintain the pass/fail scale for a module in addition to the standard grading
scale! Alternatively, you can maintain it on a higher level, such as program of study or
organizational unit. Then, the module will inherit the pass/fail scale.

SAP AG

IHE102

9-13

 SAP AG

IHE102

9-14

 SAP AG

IHE102

9-15

 The appraisal can be structured in such a way that it collects grades and credits which the student
receives in context of the module. The origin of the grade can also come from events or other kind of
academic work which are related to the module as objects, such as exams (which are represented by
assessments) or individual work or events belonging to the module.
A final grade as overall result for the module can be calculated taking into account all results
received for parts of the module. All this information is stored and calculated within an appraisal.
As a student may attend a module several times, you will have an appraisal for each module booking
of a student.
Technically speaking, an appraisal is related to a module through the additional data of relationship
506 is completed/completes.
Each module booking generates a unique booking ID (HRPAD506-VARID). This booking ID is
used to relate each module booking to its corresponding appraisal.

SAP AG

IHE102

9-16

 Grading: Describes the process used to evaluate student performance in a booked module. Students
getting grades for achievements for their work in modules (e. g. A+ or 1,0).
Appraisal: Store grades, credits and further detailed information about the evaluation results of a
students work in a module. Appraisals can be attached to modules (SM) but not to business events
(E). You can create as many appraisals for a module as you need. You can store credits only for the
top appraisal.
Appraisal template: You can arrange the appraisal types hierarchically in appraisal templates. You
can define the appraisal template to be used by default or select a different template in the Evaluation
Infotype (1710) of each module (templates are not inherited).
Appraisal types: You use appraisal types to categorize appraisals. By organizing appraisal types
hierarchically you can create a grading tree.
Appraisal element: Appraisal elements enable you to evaluate additional components like class
attendance for informative purposes. *
Weighting: You can define a weighting factor for each appraisal type in an appraisal template except
for the top appraisal. The weighting factor is used to calculate the aggregation result. The weighting
factor for the top appraisal is always set to its initial value.
Key figure: You can also define a key figure for each appraisal type in an appraisal template. The
key figure is used to define the performance index and scale which are used to calculate the
aggregation result.

SAP AG

IHE102

9-17

 You can maintain credits only for the top appraisal. For all other dependent appraisal types, you can
enter grades and a weighting factor. The overall result, kept on the top appraisal, is calculated from
all grades and weighting factors maintained for the dependent appraisal types.
To maintain grades for exams, individual work, etc., you have to customize an appraisal type for
each type of grade. Then you can enter the grade within the grading dialog. You can find the
customizing steps for appraisals in the IMG under Student Lifecycle Management o Student
Lifecycle Management Processes o Appraisal
Prerequisite is always that the student is booked to the module!

SAP AG

IHE102

9-18

 The system can automatically calculate the class appraisal grade from the grades for period
appraisals 1 to 3. The final appraisal grade is calculated from the class and final exam
appraisals.
The weighting factor, grade and scale of the lower-level appraisal are inputs for calculation. The
calculation result is used in the higher-level appraisal.
The appraiser can enter a weighting, grade and scale for the appraisal. The weighting factor defined
in the appraisal template is used as the default value. This weighting factor can be overwritten.
Different cases of calculation exist:
Calculate grade, one appraisal level, one student: Select an appraisal level and a student. Set the
calculation depth w/o subnodes, and run the calculation function.
Calculate grades, one appraisal level, n students: Select an appraisal level and several students.
Set the calculation depth w/o subnodes, and run the calculation function.
Calculate grades, one appraisal level and all sublevels, one student : Select an appraisal level and
a student. Set the calculation depth with subnodes. The system recalculates the grades for the
appraisal level and all of its sublevels for the selected student.
Calculate grades, one appraisal level and all sublevels, n students : Select an appraisal level and
several students. Set the calculation depth with subnodes. The system recalculates the grades
for the appraisal level and all of its sublevels for the selected students.

SAP AG

IHE102

9-19

 When you create an appraisal for modules, you use key figures to calculate the grades within an
appraisal template.
You can assign a key figure to each appraisal element you insert in the appraisal template. You can
also define the default key figure the system should use for an appraisal element which has not been
assigned a key figure.
The input to the key figures are booked modules, grades and credits. It can be selected with the
help of parameters and filters.
The output of a key figure is a grade on a defined grading scale.
Performance indices are special key figures which are based on module bookings. You can therefore
use a performance index as a reference when you define a key figure.
GPA calculation rules are delivered that you can use to include or exclude transfer credits or grades.
BAdI definition HRPIQ00SI2_P and BAdI implementation HRPIQ00_FIL_GPATYP
Sub-requirement filter SAP8

SAP AG

IHE102

9-20

 The booking status can be combined with an appraisal status and appraisal remarks to extend the
status information (e.g. appraisal pending, appraisal completed).
The booking status reflect the status of booking. Options prebooked and selected (05 07) are
only used within booking. Booked modules (01) will be considered in grading as well as
cancelled modules (04) with a cancellation reason marked as relevant for grading.
Grading itself should set the following status:
02 Completed with Success: This status should reflect the successful completion of a module.
This status is not allowed in combination with a grade below the lowest passing value.
03 - Completed Unsuccessfully: This status should be used if a student fails a module. It is not
allowed in combination with a grade above the lowest passing value.
08 Will be Continued: For module bookings which will be completed in a following session.
For cancelled modules, which are graded with a W, the status should stay cancelled. To keep
track of the cancellation process (e. g. for fee recalculations) the status should not be changed.
Note: Only one combination of booking status and grade symbol is usually not sufficient. It is part of
the implementation concept to determine the necessary status in combination with grade symbols.
BADI HRPIQ00_GRADING: To update the booking status and other data on the booking
relationship a BADI can be used. It is only available in the grading interface and is not called in the
RFCs. See IMG: Student Lifecycle Management o Student Lifecycle Management Processes o
Appraisal o Customer Enhancements for Appraisal o Control Credit Assignment

SAP AG

IHE102

9-21

 There is no limit to the number of repetitions in the technical view.

The top appraisal refers to the appraisal for the root node of the appraisal template tree; this is the
final result of a grading run.
The part appraisal refers to the appraisal for the non-root node of the appraisal template tree.
Performance indexes which represent repeated courses are delivered. This allows the easy inclusion
or exclusion of repeated courses in GPA calculations. A particular performance index is included in
this functionality, which tracks the total number of repeated courses.
BAdI definition HRPIQ00SI2_P and BAdI implementation HRPIQ00_FIL_CG_REP
The relevant sub-requirement filter is SAP3.
Archiving:
Lower-level appraisals can be archived and deleted from the system. The top appraisal cannot be
deleted.
The archived lower-level appraisals of a module can be displayed in the grading dialog just as they
were before archiving, but they cannot be edited.

SAP AG

IHE102

9-22

 To create module appraisals, go to: SAP Menu Student Lifecycle Management Teaching and
Examination

You can create an appraisal for a student only if the student is booked for the module you are
appraising; relationship 506 completes must exist between the module (SM) and the student (ST).
You must also assign an appraisal template to the module, either directly (in the Evaluation record of
the module) or indirectly (by defining it in Customizing).
Select the students you want to assess by entering the module, academic year and academic session.
The event package and booking status are optional parameters for student selection.
The appraiser, who can be an internal person (P) or a student (ST), is defined by relationship 518 is
appraised by/appraises between the module (SM) and appraiser (P or ST).
Note:
You can add relationships for objects using the object modeler.
You can maintain credits only for the top appraisal.
You can overwrite the weighting factor of lower-level appraisals.

SAP AG

IHE102

9-23

 IMG Path: Student Lifecycle Management Processes in Student Lifecycle Management

Appraisal.

Create Appraisal Types: You use appraisal types to categorize appraisals. By organizing appraisal
types hierarchically, you create a grading tree.
Create Appraisal Elements and Assign Appraisal Elements to Appraisal Types: Appraisal elements
allow to evaluate individual aspects of academic work (content and style), and components e.g. class
attendance. You can create appraisal elements and assign appraisal elements to appraisal types.
Define Appraisal Templates and Build Appraisal Template: You can arrange the appraisal types
hierarchically in appraisal templates. You can build an appraisal template by specifying the appraisal
types which are used in the appraisal.
Define Default Key Figure: You can define a default key figure for the appraisal template.
Define Default Appraisal Template: You can define the appraisal template to be used by default or
select a different template for each module in the Evaluation record (Infotype 1710) of the module
(templates are not inherited).
Define Default Appraisal Element: You can define a default element for an appraisal.
Create Appraisal Statuses: You can create different appraisal statuses to monitor the grading process.
Define Appraisal Remarks: You define the appraisal remarks which control the subsequent activities.

SAP AG

IHE102

9-24

 Grade Change Approval Workflow Details

Workflow: PIQ_GCR (29800014)
Agents: Responsible Instructor, Program Dept Head, Registrar
Processing Steps:
Approve Gade Change
Mail, Grade Change Denied
Mail, Grade Change Approve
Execute the Grade Change Request
Check if Error Table is empty
Resolve Errors/Inconsistencies
Set Approved_Denied
Approved grade different to requested grade

SAP AG

IHE102

9-25

 Web Dynpro application PIQUIBB_APPR_SELF_SERVICE_APP

Prior to using the Self-Service function there are four steps that are required to set up the necessary
master data and one optional step for implementing applicable BADIs:
Assign Appraisers to Appraisal Objects: This assignment permits the appraiser to record results
for the students registered to the relevant objects (scheduled assessment, event, event package,
individual work, module).
Assign Appraisal Types to Appraisal Objects. Appraisal Types are assigned to the Objects:
Assessment (CE) and Event Type (D). The Event (E) inherits the Appraisal Type assigned to the
Event Type.
Create and Assign Authorization Profiles in the IMG for Student Lifecycle Management
Student Lifecycle Management Processes Appraisal>Authorizations
Assign Scales to Appraisal Objects
Implement BADIs (Optional) which are available in IMG: Student Lifecycle
Management>Student Lifecycle Management Processes>Appraisal>Define Add-Ins for
Appraisal Self-Service
HRPIQ00AGR_US_APPSER: Determine Appraiser from User
HRPIQ00AGR_COMAPPOBJ: Assign Appraisal Type to Appraiser
HRPIQ00AGR_PERIOD: Determine Academic Session for Appraiser
HRPIQ00AGR_APPOB: Additional Information for Academic Offerings

SAP AG

IHE102

9-26

 SAP AG

IHE102

9-27

 SAP AG

IHE102

9-28

 Performance Indexes can relate to parameters such as session, all programs, specific program.
The quantity of input data (selected module bookings and appraisals) which an application transfers
to the calculation tool for academic performance indexes can be controlled by filters. Filters
themselves are controlled by parameters which are transferred by the application and customizing.
The data the system selects based on given filters and parameters is the input for performance index
calculation.
Example:
An application like progression transfers a set of module bookings to a calculation point.
The system filters this set of module bookings. Each filter can be controlled by means of
parameters. The filtered bookings are the calculation basis, e.g. the bookings for program type
undergraduate and progression category academic standing with check-to date 1.1.xxxx.
The remaining set of module bookings is transferred to the calculation.
Filters restrict the input quantity (number of module bookings) for the calculation based on given
filter criteria. Filter criteria are parameters which you define in Customizing or which the application
transfers to the academic performance index. The progression application can filter all module
bookings which are subject to the defined progression run (for example, only undergraduate
modules) and provide this filtered list of values as input to the academic performance index.
Parameters can either be transferred by the application or defined in customizing.
The calculation method is based on the filtered values which serve as the input for the calculation
tool. Examples are:
Sum of the input values (for example, total number of credits)
Weighted average (for example, GPA)
Number of booked modules
Unit or scale for the result: Depending on the input values and the calculation algorithm, you can
define the unit or scale in which the result output is delivered, such as unit credits or scale 1-4.
SAP AG

IHE102

9-29

 An academic performance index can be used in an application only if it is attached to a calculation

point.
You can assign one or more academic performance indices to a calculation point (IMG o Student
Lifecycle Management Master Data o Academic Performance Index o Assign Academic
Performance Indices to Calculation Points).
You can either use existing calculation points or define your own: SAP delivers set calculation
points in the standard system. You can find the calculation points in the IMG for Student Lifecycle
Management Master Data o Academic Performance Index o Display Calculation Points.
You can define new calculation points for your own applications. In this case, you have to create the
calculation point and implement it in the user-defined applications which are not part of the Student
Lifecycle Management standard system. Before you can calculate the academic performance index
for user-defined calculation points, you must enter them in the calculation points table (IMG o
Student Lifecycle Management Master Data o Academic Performance Index o Define Calculation
Points).
Example:
The progression application contains a separate calculation point for each progression category.
You can therefore calculate a specific set of academic performance indices for each progression
category. These performance indices can then be used in VSR rule checks.
With EHP 4, the option to store performance indexes is introduced. The new calculation point
SI01 is available for this. The post processing framework is used to realize the scenario.

SAP AG

IHE102

9-30

 SAP AG

IHE102

9-31

 SAP AG

IHE102

9-32

 In Student Lifecycle Management, this scenario is supported by the concept of assessments to:
Plan and schedule assessments
Register students on assessments
Grade completed assessments
Define a final status of the assessment process

SAP AG

IHE102

9-33

 Assessments and assessment processes related to them are used in different ways and business
processes:
Assessments are used as exams or module completion assessments: In this case, assessments
are created and attached to the respective module. Students booking the module can register for
the module assessment. This is an explicit step and must be done either during module booking
or via a student self-service.
An assessment process is used for the graduation process: An assessment attached to the program
of study is the starting point for registration to graduation. The assessment process is opened
automatically when a student is registered for graduation.
When the university requires a stage audit after each stage within a program of study, the stage
completion process is started by opening an assessment process. This can be done automatically as
follow-up activity after re-registration (because these students are all candidates for the stage
completion process of this registration period) or manually.
If a student applies for admissions to a program, an assessment process is opened automatically by
the system in case you want to use assessment processes for admission. The admission process is
administered through the assessment process and admission checks are done through an audit
embedded in the assessment process.

SAP AG

IHE102

9-34

 When you set up the academic structure, you plan assessments everywhere where students have to
go through an assessment process to complete a program or a stage of a program, or where students
have to take exams.
Assessments are reflected by a new object type CE (Assessment).
They can be linked to modules (SM) or programs of study (SC) using relationship 548 is
assessment for:
Attach CE to programs of study for admission process = attach one assessment to program of
study and flag program for use assessment processes (flag on infotype program data)
Attach CE to programs of study for graduation procedures = attach one assessment to
program of study for program completion
Attach CE to stages of a program (= parameter on the relationship to programs) to support
the stage completion process
Attach CE to a module for examination of this module
To create an assessment for a module (similar for program), you have to start the Edit Assessment
transaction (PIQEVALM) under Student Lifecycle Management o Teaching and Examination o
Academic Records o Edit Assessments. Choose the module by means of the object manager, or
enter or search the module name. Choose Create Assessment, edit the attributes and save.

SAP AG

IHE102

9-35

 Overview of assessment attributes:

Session of offering: academic year and academic session (sessions of offering during which
assessment can be scheduled).
Requirement Catalog: Refers to requirement catalogs used for audits. You can link audits to the
assessment process for checks and evaluations.
Audit Type: necessary attribute when an audit is linked to the assessment, e.g. for the stage
completion process (Stage Progression) or the program completion process (graduation).
If the audit type is stage completion, the number of stage within the program for which the
assessment has been created must be defined.
Assessment Category: an informative detail about the assessment, depends for which process the
assessment is used
Repetition Type: define how often the assessment can be repeated by a student. This must be
checked within a BAdI when registering the student on an assessment.
Scale ID and Appraisal Type: used for grading of the assessment; the same concept as for
module grading is used (appraisals)
Exam Plan: You can define specific details if the assessment is used as examination.
In order to define the content for the assessment, you can create a relationship has assessment
coverage from the assessment to an object type in the academic structure which represents the
content of the assessment. Please note that this is only information and not evaluated in
processes. Example: One 2-hour exam is scheduled which covers the content of a specialization
which students can choose within their program of study.

SAP AG

IHE102

9-36

 Assessments can be offered as scheduled assessment: it can either represent a concrete examination
(event), or it is the offering of stage or program completions where students can register for. In this
case, the scheduled assessment is only used to determine and check registration and withdrawal
deadlines for the students.
Scheduling of assessments can be compared to scheduling of events: the assessment (CE) is the
permanent object, from which a scheduled assessment is created. Before an assessment can be
scheduled, the session(s) of offering must be maintained similar to the session of offering at
module level. In difference to the event scheduling process (the scheduled event is another object
(E), the scheduled assessment is not reflected by a new object, but stored in an application table.
Offering of assessments: Assessments (either scheduled or not) can be offered in different sessions
or in the same session as modules are offered or students are registered for. An academic session can
comprise one or more assessment periods: Example:
One at the end of the lecture period (regular examination period),
One (for repeated exams) before the start of the next academic session
Note: Assessment sessions can coincide with lecture periods (= session where modules are
offered). If this is the case, separate assessment periods do not have to be defined.
You can create separate assessment periods, e.g. examination periods as time limits in the academic
calendar. Then, the assessment can be linked to an academic calendar using relationship 510 between
CA CE to find an appropriate time limit.
To schedule an assessment, enter the Edit Assessment transaction, select an assessment, and create a
new scheduled assessment. Now you can choose Generate Scheduled Assessments. Then you have
to define the attributes for generation.

SAP AG

IHE102

9-37

 When a student registers for an assessment or scheduled assessment, the assessment process is
started. In Student Lifecycle Management, this is called open an assessment process.
Assessment processes reflect the complete process of performing examinations, completion of a
program of study, or completion of a stage within a program of study. The steps (status) of the
process are customizable and reflect registration to the process, checking of admission requirements,
completion of the needed academic work and finally checking the completion requirements and
assigning a result.
For each student assessment combination, an own assessment process is opened. The status of an
assessment process for an individual student can be accessed through the student file.
All registrations for assessment processes for all students are stored within an application table. For
each assessment process the assessment (or the scheduled assessment) is stored.
An attempt number is stored for each assessment process registration. It represents the number of
times the student has attempted the assessment. All attempts, including unsuccessful ones, are taken
into account.
Repetition attempts can only be created for completed procedures, that is, for ones whose status
is not opened.
Note: If the system is to check the maximum number of allowed attempts when you create a new
attempt (= open a new process), you have to implement this check with a BAdI.
For any changes within an assessment process, a reason can be maintained.
If the assessment is a module exam, the module booking ID of the related module is kept.

SAP AG

IHE102

9-38

 Assessment processes, which are guiding the process of admissions, stage completion and
graduation, can include audits. The result of the audits can be used to move a student from one
status in the process to another, for example: audit result = all requirements for degree are met =>
assessment process status = student has successfully completed the graduation process.
If you link an audit to an assessment process, the audit is called Process-dependent.
In the system, you will use different transactions to run a process-dependent or process-independent
audit.
For any assessment process there may be two different audits involved. One audit to decide on the
admission to the assessment process (not to be confused with the process admission to a program!)
and one audit to decide if the assessment process is finished successfully. In Student Lifecycle
Management, this is called process part admission audit and process part completion audit.
The audit settings include a parameter to indicate the process part. If you run a processdependent audit, you have to select the process part for which the audit is to be run.
The result of the audit affects the assessment process status. This can be updated manually or via
a report.
Since universities should not be forced to use the procedures, audits can be executed with or
without relation to assessment processes.
For more information, see the chapter Audits.

SAP AG

IHE102

9-39

 1) In the first step you link the assessment to programs of study (admissions, graduation, stage
completion) or to modules (module examinations).
2) Afterward you offer the assessment for specific sessions. If applicable, you may also schedule the
assessment and maintain date, time, resources, and deadlines.
3) Assessment processes are opened as soon as a student is registered to an assessment.
Registration can be maintained manually, or be triggered automatically in the background, using a
function module which can be used within customer reports or linked into a triggering process. With
the assessment process status, the assessment process is managed through different steps. The final
process status leads to the end of the assessment process.
Manual Registration:
1) From Student View: Within the student file, go to the Display Assessment Process screen.
Choose the Expected Process tab page. Select the entries and choose Open Assessment Process.
The assessment processes are created with the system status opened. The system automatically
switches to the Assessment Process tab page.
2) From Assessment View: Go to the Edit Assessment Process screen (SAP Menu o Student
Lifecycle Management o Teaching and Examination o Academic Records o Edit Assessment
Process).
Variant A: Like in the Student View, on the Expected Process tab page, choose Open
Assessment Process.
Variant B: From the toolbar, choose Open Process. In the dialog box which appears, choose
the students individually or use selection methods. Save the settings made. The assessment
processes are created with the system status opened.

SAP AG

IHE102

9-40

 Two scenarios are supported by the expected assessment functionality:

First, the system creates a list of students who are expected to book a certain module exam.
These are all students with a module booking in a given session but no assessment booking on
the assessment (exam) related to the module.
Second, you can get a list of all students who have (re-)registered for a certain session and a
program with stages. These students are expected to start the stage completion process in order to
check whether they have fulfilled the stage requirements.
Expected assessments allow you to:
Easily book a list of students onto assessments, e.g. all students registered to a module should
attend the module exam at the end of the year
Get an overview of how many students may have to attend the exam, e.g. schedule assessments
only after knowing how many students may have to attend the exam
Easily register students for the stage completion process
Note regarding Assessment periods: their actual dates are taken from the Academic Calendar,
however the IMG views Define Assessment Sessions and Set up Session Groups must also be
completed.

SAP AG

IHE102

9-41

 The SAP system status drives the assessment process and determines its end by a final status:
Open: status when a student is registered for an assessment. Initial status, record is valid and in
work.
Cancel: Final status means this record is closed and invalidated, neither successful nor
unsuccessful. A canceled assessment process does not count toward the assessment attempts of
the student.
Completed successfully: Final status, record is valid and closed and the attempt counts as
successful.
Completed unsuccessfully: Final status, record is valid and closed and attempt counts as
unsuccessful.
The customer status can be defined in Customizing and can be used to refine the SAP status and map
more steps within the assessment process: Examples: You can create a customer status to express
that an attempt should not be taken into consideration for follow-up process
You have to make sure that the system and customer status are changed according to the process
steps. The result of the status can be influenced by the result of an audit embedded to the assessment
process or the grades maintained for the assessment appraisal. You are able to:
Change system and customer status manually using the assessment process transaction (SAP
0HQXStudent Lifecycle 0DQDJHPHQW7HDFKLQJ ([DPLQDWLRQV$VVHVVPHQW
Processes)
Change both status using a mass report in order to change many assessment processes in one step
DIWHUDQDXGLWKDVEHHQUXQ6$30HQXStudent Lifecycle 0DQDJHPHQW7HDFKLQJ 
([DPLQDWLRQV$FDGHPLF5HFRUG&KDQJH3URFHVV6WDWXV$GPLVVLRQFRPSOHWLRQ
Define a background mass processing activity to change the status automatically. The system
allows you to update the assessment process status for a module exam based on the grades
entered for the exam in the module appraisal.
SAP AG

IHE102

9-42

 The start of the assessment processes is referred to as open assessment process. In the SAP Menu
go to Teaching & Examinations Academic Record Edit assessment processes.
To open assessment processes, you can select students directly or use selection methods to find
the students for whom you want to open an assessment process for the selected assessment.
Another option is to use the expected processes function. On the corresponding tab, you find
all students who do have a valid registration for the chosen program, stage and academic year,
but do not have an open assessment process for the stage completion assessment yet.
Or you open the assessment process automatically triggered by a registration to a program
(BAdI)
You can open a stage completion assessment process with reference to a scheduled assessment.
In this case, registration and withdrawal deadlines are stored by the scheduled assessment.
Once you have opened the assessment process(es), you can start the first audit: process part
admission to check whether students are eligible to be submitted to the stage completion process.
You can do this in transaction SE80, BSP application PIQ_AUDIT or
Use the mass report for process-dependent audit runs in the SAP Menu: Teaching &
Examinations Academic Record Audit (process-dependent).
After the admissions audit run has been completed and a result has been returned, you must change
the customer assessment process status accordingly e.g. Audit result = Fulfilled => set customer
status admitted. You do this using the report to change the assessment process status, to be found
under Teaching & Examinations Academic Record Change Process Status (Admission).
Then you can start the completion audit run in the same way as the admissions audit run. The
assessment process should be finished now, therefore you have to set a final system process status,
such as completed successfully. Additionally, you can also set a customer status. You do this again
by means of the mass report for status change, but now for the process part completion (Change
Process Status (Completion)).
SAP AG

IHE102

9-43

 SAP AG

IHE102

9-44

 SAP AG

IHE102

9-45

 SAP AG

IHE102

9-46

 A module is the object which is booked by students and for which a grade and credits can be earned.
It usually consists of several sub-elements, such as lectures, exercises, tutorials, excursions, etc. One
of those sub-elements are exams which often need to be attended and passed by the students in order
to successfully finish the module.
When a student books a module, he or she is expected to take part in all sub-elements. Every subelement can be graded individually. The final module grade is then calculated from the input of the
sub-elements. Please refer to the chapter Grading to learn more about grading of exams.

SAP AG

IHE102

9-47

 An exam profile is used as default when creating a scheduled assessment, but the attributes can be
overwritten.
Example for an exam profile: According to a universitys exam regulations, midterm exams are 30minute, single-student oral exams which are held by an examiner and a co-examiner.
You create an exam profile with the following attributes:
Duration 30 and Unit MIN
Exam mode: oral
Functions: examiner and co-examiner
For assessment processes, you define functions for editing exams in the academic records
application:
First, you define the functions and then you assign relevant activities to these functions. You
finally assign the responsible person, external person or organization to each activity.
When you enter an exam profile for an assessment, you can choose whether the exam profile
should be defaulted when scheduling an assessment or not. It can be overwritten if required for
the scheduled assessment.

SAP AG

IHE102

9-48

 The session in which a module is offered can comprise one or more assessment periods:
Example 1:
one at the end of the lecture period (regular examination period),
one (for repeated exams) before the start of the next academic session
Example 2:
1st assessment period at the end of the Fall semester lecture period
2nd assessment period at the end of the Spring semester
Semester lecture period (June)
3rd assessment period for repeated exams (September)
Note: Assessment sessions can coincide with lecture periods (= session where modules are offered).
If this is the case, separate assessment periods do not have to be defined.

SAP AG

IHE102

9-49

 To schedule an assessment, go to the Edit Assessment transaction (PIQEVALM) under Student

LLIHF\FOH0DQDJHPHQW7HDFKLQJDQG([DPLQDWLRQ$FDGHPLF5HFRUGV(GLW$VVHVVPHQWV
Choose an assessment: a) using the object manager or b) select the module via the object type and
object name.
In the Scheduled Assessments group box, choose the assessment period. Choose Find Scheduled
Assessments. The system displays the existing scheduled assessments. Choose Create Scheduled
Assessment or Edit Scheduled Assessment. Edit the attributes on the Dates/Deadlines and Exam
Profile tab pages and save the settings made.
Additional attributes of scheduled examinations to the ones above are:
Exam Mode (Written, Oral, Practical, etc.), Exam plan (single, mass, group), Duration (x Hours /
Minutes, Breaks), Registration and withdrawal periods, Activities (Prepare Exam, Conduct
Exam, Evaluate Exam and Functions: Examiner, Co-examiner, Supervisor, etc.)
Business Case:
Students who attend the module Math1 must pass an exam at the end of the module session.
The exam can be repeated once. For this purpose, the exam is offered at two different dates, one
directly after the module has finished, which is the regular exam, and one a view weeks later, as
repeat exam for those who did not pass or those who could not attend the first exam.
The regular exam takes place in two different classrooms, because during the exam, they should
not sit in rows together, but more space is necessary between. Therefore, the number of students
participating in the exam is too big to locate them in one room. The university therefore
schedules three assessments altogether:
assessment 1 and 2 for the regular exam, same date and time, but different location
assessment 3 for repeating students with different date

SAP AG

IHE102

9-50

 Within the Edit Assessment-transaction, you select an assessment and create a new scheduled
assessment. Now you can choose Generate Scheduled Assessments. Then you have to define the
attributes for generation, in particular:
the duration of the room reservation
the maximum number of scheduled assessments
and the number of parallel assessments (exams offered simultaneously)
The required assessments will be generated automatically. The systems takes into account the
information about the duration of the assessments as given within the exam profile. The scheduled
time will be corresponding to the duration of the assessment. The system takes into account:
the duration of the room reservation, which is the maximum time frame during which assessments
can be scheduled,
the duration of an assessment in hours or minutes the number of parallel sessions: if more than one
parallel sessions are allowed, the system schedules x assessments at the same time, same location.
You can use this functionality if several students are examined in the same room at the same time,
but different scheduled assessments should be created for them.
the maximum number of assessments: the system will not schedule more than this amount of
assessments even if the room reservation is longer than the occupied time with the scheduled
assessments.

SAP AG

IHE102

9-51

y Plausibility Check:
- When scheduling an exam, a plausibility check for the exam duration is performed by the
system. A warning message will be sent if the exam duration derived from the beginning
and the end time of the scheduled assessment does not match the duration attribute of the
used exam profile, which is maintained in the assessment attributes.
- When maintaining the exam profile, you can define whether it should be used as default
data for the scheduling process or not.
y Benefit:
- Correct data entry is supported.
- Administrative staff is supported in their daily work.
y Room Reservation:
- Student Lifecycle Management offers the link to resources such as location, building and
rooms, known from Training and Event Management. Room reservations can be done
within the assessment function.
- A room reservation check box appears when an assessment, such as an exam, is assigned to
an event type object.
y Note: The room reservation check box only appears when an assessment (object type CE) is
assigned to an event type object (D) which is then used as master for the event (object type E)
created during room reservation. This function is only available for module completion
assessment (= exams).

SAP AG

IHE102

9-52

 Once you have created and scheduled module exams as assessments in the Student Lifecycle
Management system, you can start to register students on the assessments via the assessment process
transaction at Student Lifecycle Management o Teaching and Examination o Academic Records
o Edit Assessment Processes.
You can also open the assessment process via the module booking dialog at Goto Assessment
Process. If you choose this process variant, scheduled assessments must be created before modules
are booked so that the student (or advisor) can choose the appropriate scheduled assessment when
s/he books the modules. Only students booked on the module can register for the module assessment.
When you register the student for an exam (which can be either scheduled or not, but at least need to
be offered for the selected session), you select the assessment, the number of the scheduled
assessment if existing and the session. An assessment process is opened for each student as soon as
the registration is saved. Using the assessment process status you can keep track of the steps in the
examination process.
Once the exam is over, a grade is determined and entered as appraisal into the system. You close the
assessment via the assessment process transaction by setting a final system status.
The exam may not be the only task for the student within a module to complete the module. Other
tasks, such as delivery of a paper, grades for lecture attendance, etc. may influence the final module
grade and therefore module result. The term Module completion assessment process does therefore
not correspond with the final module completion which sets the final module grade.
Repetition Attempts: The attempt number is stored for each assessment process
The maximum number of allowed attempts can be checked with a customer rule via BAdI when
CE is called
The attempt number represents the number of times the student attempted the exam (assessment).
All attempts, including unsuccessful ones, are taken into account. The check is done via BADI
when the CE is called.
If the system is to check the maximum number of allowed attempts when you create a new
attempt, only the relevant attempts may be counted. This has to be defined in the BADI to check
rules for assessment registration.
SAP AG

IHE102

9-53

 If an assessment is graded (e.g. in case it is representing an exam), you use appraisals to maintain the
assessment grade. The grade for an assessment process is displayed in the list along with other
appraisal attributes.
Prerequisites:
The assessment process is assigned to a module booking and
The assessment (CE object) is assigned an appraisal type and
The appraisal type assigned to the assessment is part of the appraisal template assigned to the
module and
An appraisal of this (appraisal) type exists for the student
How to do:
Enter the appraisal dialog and choose the module the assessment is related to. The system uses
the appraisal type of the module as the default value. Select the students and enter the appraisal
type for the assessment. Then you can enter the assessment grades and save.
To support multiple attempts for an exam within the same module completion and to store the
different grades within the same appraisal scheme, it is necessary to identify the exam attempts
via increasing sequence number of the same appraisal type. The appraisal dialog supports this
functionality.
1. Navigation to the Appraisal Dialog
From the exam dialog choose Goto Module Appraisal (transaction PIQSMFU). The
system uses the appraisal type of the assessment as the default value for the Appraisal View
and automatically flags the appraisal of the selected student.
2. Single Screen
Display Appraisal Data: The detailed data of the appraisal appears in a dialog box. The system
only displays the part appraisal which is to be assigned to the assessment (via the appraisal type
of the CE object).
SAP AG

IHE102

9-54

 Note: The system does not support direct status changes from statuses other than opened.
However, you can change from one status to another via the status opened.

SAP AG

IHE102

9-55

 SAP AG

IHE102

9-56

 SAP AG

IHE102

9-57

 SAP AG

IHE102

9-58

Exercise
Unit: 9. Grading, Assessments and Examination

At the conclusion of this exercise, you will be able to:

Grade Module (Course) Work

Create a Module Exam

A faculty member is responsible for planning examinations and grading

students. In a first step the faculty member is planning an assessment for
a module. After the student has attended the assessment the faculty
member is appraising the students exam.

Grade Module work

Enter grading data for the module booking created in the previous exercise. Save your data
without completing the module booking. Go to the academic work overview and check the
status of the module booking (use two different SAP GUI sessions for easier navigation
between the two transactions). Return to the grading dialog again and complete the grading
procedure. Check again the status of the module booking in the academic work overview.
Navigation Notes:
Use SAP Menu Student Lifecycle Management Teaching and Examination
Module Appraisal.
 To access the academic work overview use SAP Menu Student Lifecycle
Management Student File. Then go to application menu GoTo Academic Work
Overview (Ctrl + F11).

Steps in Module Appraisal:







Enter the module you have created in previous exercise. There has to exist a module
booking.
Display booked students by clicking the button Students.
Enter a grade for the two sub appraisals Midterm Exam and Final Exam
Select the top appraisal Final grade. Credits can only be maintained on the top
appraisal.
Save your appraisal and change mode to Student file.

SAP AG

IHE102

9-59

Steps in Student File:




Choose your student and go to academic work overview

Have look at the appraised module. Check the status and change mode to Module
Appraisal.

Steps in Module Appraisal:

Choose the top appraisal Final Grade.
 Select the flag Complete and save.
 Change mode to Student file.

Steps in Student File:



Have look at the appraised module. Check the status.

9.1 Create a Module Exam

The faculty member has to create an exam which is allocated to the module. It is an exam which will lead to
module completion.
Note: If possible use a module which already has a module booking of your student

a) Create an Assessment for one of your Modules.

SAP Menu

Student Lifecycle Management Teaching and Examination

Academic Records Edit Assessments

Tab

Field

Value

Object Type

Module

Object Name

Use Search Function to select Module

HIST_102_GXX

Assessmt(Ident).

Click on the [Create] Icon

Abbreviation/name

EXAM G## / Module Exam Group ##

Audit Type

Module Completion

Assessment Category

Examinations

Repetition Type

Repetition Allowed Once

Scale ID

A-F (Standard)

Appraisal Type

Final Exam

Assessment Category

Assessment Data

Click on the [File] Icon to save.

SAP AG

IHE102

9-60

b) Create Sessions of Offering

Assign Sessions of Offering to your Assessment as follows:
Click on the Icon Sess. of Offering .
 Maintain offerings for the current and next Session and click on the [Save] Icon.


After the faculty member has created the exam the member now has to schedule two different
types of assessments. One oral assessment and one mass assessment created in bulk.Note:
Scheduled exams may be created individually or generated in bulk. Follow the steps below to
create scheduled exams using both of these options.
c) Create Scheduled Exam (Individual)
 Click

on the Blank Page Icon [Create Scheduled Assessment]

Tab

Field

Value

P/D

Exam Date/ Start / End

Time

Dates of your choice (should be within the

Academic Session)

Location /Building /Room

Campus SAP / SAP / Choose any Room

Periods/Deadlines

Omit this section

Exam Mode

Oral Exam

Exam Plan

Single Student Exam

Exam Duration/Unit

2 / Hours

Exam Profile

Click on the [File} Icon to save.

Use the Green Arrow to return to the previous screen.

SAP AG

IHE102

9-61

d) Create Scheduled Exams (Multiple)



Click on the Red & White Circle Icon [Generate Scheduled Assessments]

Field

Value

Exam Date

Dates of your choice

Exam Mode

Written Exam

Exam Plan

Mass Exam

Start / End Time

10:00 / 17:00

Exam Location

Campus SAP

Room

Choose from drop-down list

Building

Will be defaulted after room is selected

Periods/Deadlines

Omit this section

Exam Duration

30 / Minutes

Length of Break

15 / Minutes

Click on the pushbutton [Sched. Assessments]. The ALV will be populated with the
scheduled assessments.
Click on the [Save] Icon to complete.

e) Book a student to the Module with the scheduled exam via the Student File or the
Course Registration UI. (If a student booking already exists proceed to the next step)
The student has been booked to the course and hence it is expected the student will attend the
exam to complete the module. Therefor the faculty member has to open the assessment process
for the students exam.
f) Open the Assessment Process
SAP Menu

Student Lifecycle Management Teaching and Examination Academic

Records Edit Assessment Process

Select your Module and choose the Academic Year and Session.
Select an Assessment and click on the pushbutton [Process]
 Select the student on the tab Expected Processes and click on the [Save] Icon. The
student will be transferred to the tab Assessment Process.


The student has attended successfully the exam and the faculty member now has to enter the grades which have
been reported by the professor.

SAP AG

IHE102

9-62

g) Apprais the module and exam

SAP Menu

Student Lifecycle Management Teaching and Examination Academic

Records Edit Assessment Process

Select your Module and choose the Academic Year and Session.
Select an Assessment and click on the pushbutton [Process]
 On the tab Assessment Process select your student and use the menu path: >Go
To>Appraisal Dialog
 Enter a grade for the student and click on [Save].
 Use the Green Arrow to return to the Assessment Process.
(The Appraisal data may be displayed using the Icon Display Appraisal
)


SAP AG

IHE102

9-63

 SAP AG

IHE102

9-64

Solution
Unit:

9. Grading, Assessments and Examinations

Solution to Exercise 9.1

Steps in Module Appraisal
SAP Menu>Student Lifecycle Management>Teaching and Examination>Module Appraisal
Select your module
Select same Academic Year and Session you have selected in exercise 8 for course
registration
Click on the button [Students]
Double on the Appraisal Final Exam enter a grade and [Save]
Repeat for the Appraisal Class,.Note that the grade will be automatically calculated for
the Appraisal Final Grade.
Do not set the Complete Flag for the Final Grade

Steps in the Student File

Create another session and go the Student File.
Select the Student
Select the icon [Academic Work Overview]
Have a look at the Module Status (this should be booked.)
Close this session so the student is not locked.

Steps in Module Appraisal

Return to the Module Appraisal, click on the Appraisal Final Grade and select the flag
Complete. [Save] the Appraisal.

SAP AG

IHE102

9-65

Steps in Student File

Return to the Student File and select [Academic Work Overview] to display the Module
details.
The status should be Successfully Completed or Unsuccessfully Completed.

Solutions to Exercise 9.2(a)

SAP Menu>Student Lifecycle Management>Teaching and Examination>Academic
Records>Edit Assessments.
Object Type: Select Module / Object Name: Use the Search Function to select your Module.
Click on the Icon [Create Assessment]
Abbreviation: EXAM G## / Name: Module Exam Group##
Click on the tab [Assessment Category]. Select the Audit Type Module Completion.
Select the Assessment Category Examinations.
Click on the tab [Assessment Data]. Select the Repetition Type Repetition Allowed Once.
Select the Academic Scale A-F(Standard). Select the Appraisal Type Final Exam.
Click on [Save] to complete.

Solutions to Exercise 9.2 (b)

Click on the Icon [Sess. of Offering] and check the boxes alongside the current and next
Academic Sessions. Click on the [Save].

Solutions to Exercise 9.2 (c )

Click on the Icon [Create Scheduled Assessment]
On the tab [P/D], enter exam dates and times of your choice
In the field Exam Location, select Campus SAP
In the field Room, select a Room from the drop-down list. The field Building will be
automatically populated.
Click on the tab [Exam Profile]
Select the Exam Mode Oral Exam
Select the Exam Plan Single Student Exam
Enter the Duration: 2 / Unit: HRS
Click on [Save] and use the Green Arrow to return to the previous screen.

SAP AG

IHE102

9-66

Solutions to Exercise 9.2 (d)

Click on the Icon [Generate Scheduled Assessments] (red & white circle)
Exam Date: enter a date of your choice
Exam Mode: Select Written Exam. Exam Plan: Select Mass Exam
Start Time: 10:00 / End Time: 17:00
Exam Location: Campus SAP
Room: Choose from the drop-down list
Building: Automatically defaulted after the room is selected.
Exam Duration: 30 / Unit: Minutes. Length of Break: 15 / Unit: Minutes
Click on the pushbutton [Sched. Assessments]
Click on [Save] to complete.

Solution to Exercise 9. (e)

Follow the procedures in Unit 8 (8.3 and 8.4) to perform the Module Booking.

Solution to Exercise 9.2 (f)

SAP Menu>Student Lifecycle Management>Teaching and Examinations>Academic
Records>Edit Assessment Process
Select the Module (that contains the student booking) and choose the relevant Academic
Year and Session.
Select the Assessment and click on the pushbutton [Assessment Process]
Click on the tab [Expected Processes] select the row with your student and click [Save]. The
student will be transferred to the tab [Assessment Process].
Select the row with your student and use the menu path: Go To>Appraisal Dialogue.
Select the Appraisal Type Final Exam and enter a grade. Click on [Save].
Use the Green Arrow to go back to the Assessment screen.
The Appraisal result may be displayed using the Icon [Display Appraisal]

SAP AG

IHE102

9-67

 SAP AG

IHE102

9-68

 SAP AG

IHE102

10-1

 SAP AG

IHE102

10-2

 SAP AG

IHE102

10-3

 Attendance tracking can be activated at the Event Type or globally as follows:

1. Event Type
Activate the flag Att. Compulsory in the Infotype Category.
Note: Event types have the same validity date as the module (SM) does which is basically no end
date. In contrast, events have a validity of one semester.
2.Global Switch
IMG path: SLCM>Processes in SLCM>Attendance Tracking>Switch on Attendance Tracking
Globally. Enter X for the Setting Value to activate Attendance Tracking globally.
A Blank value means that attendance can only be tracked for Events that belong to Event Types
where the Attendance Compulsory flag is set.
You maintain unexpected absences directly in the Attendance Tracking UI.
The following BADIs are provided for Attendance Tracking functions: Processes in SLCM
Attendance Tracking Business Add-Ins:
Get Attendance Rules
Check Students Relevance for Attendance
Student Attendance Calculation
Substitution Derivation for Attendance
IMG Path for BADIs IMG for Attendance Reasons SLCM>Processes in SLCM>Attendance
Tracking>Define Absence and Tardy Reasons. They are used by the Instructor to cancel a class or by
students to specify reasons for not attending a class. Reason types are as follows:
E. Excused Absence.
U. Unexcused Absence.
T. Tardy Reason (Note: A Tardy Reason cannot be used as a Withdrawal Reason)
SAP AG

IHE102

10-4

 IMG Navigation Path Calculation Rules:

SLCM>Processes in SLCM>Attendance Tracking>Define Calculation Rule.
IMG Navigation Path IO Semantics:
SLCM>Processes in SLCM>Attendance Tracking>Define IO Semantics for Att. Tracking.
Overview on required steps:
Define IO-Semantics for Attendance (APPR)
Define Attendance Appraisal Type
Define on SM level the used calculation rule, scale, and threshold. Define under which condition
the attendance requirement is fullfilled.
A BADI can be implemented to derive the rules for Attendance calculation. The default
implementation reads the calculation rule from Infotype 1723 at the Module, if nothing is found,
from the offering Org. Unit.
The calculation performed by the sample coding is as follows: The number of attended Events is
divided by the number of event occurrences and compared with the Threshold Value. If the
calculated value is lower than the Threshold, then the grade is set to Failed, otherwise to Passed.
Customers can use this sample to set up their own rules.
IMG Navigation Paths:
BADIs: SLCM>Processes in SLCM>Attendance Tracking>Business Add-Ins>Get Attendance
Rules/Student Attendance Calculation
Scale: SLCM>Master Data in SLCM>Academic Scales.
Note: Calculation rules must be defined to transfer Attendance data to the Appraisal framework.

SAP AG

IHE102

10-5

 IMG Navigation Paths Grade Symbol:

Grade Symbol: SLCM Processes in SLCM Attendance Tracking Define Default Grade
Symbol for Attendance.
BADI: SLCM Processes in SLCM Appraisal Business Add-Ins Additional Grade
Symbols
IMG Navigation Path Appraisal:
Appraisal:: SLCM>Processes in SLCM Appraisal
Note: The Attendance Appraisal Type must be maintained in the Setting Value for the group
APPR. IMG: SLCM Processes in SLCM Attendance Tracking Define Appraisal Type
for Attendance
IMG Navigation Path Key Figure:
SLCM>Master Data in SLCM Key Figures

SAP AG

IHE102

10-6

 Possible values to define subsitutions:

blank: The substitution is not considered.
*: No filtering all substitutions are considered.
ATTR: Filtering is active. Only Users with a profile containing the category ATTR are
considered as substitutes.
A BADI is provided to derive substitutes for a User. A default implementation to derive the personal
substitution is provided.
You have to maintain a specific person as substitute for a person.
IMG Navigation Paths:
Substitution Task: SLCM>Processes in SLCM>Attendance Tracking Maintain Substitution
Task Setting.
Substitution Derivation: SLCM>Processes in SLCM Attendance Tracking Business AddIns Substitution
Derivation for Attendance.
Attribute ATTR is set up in the IMG at: SAP Netweaver Application Server Business
Management SAP Business Workflow Basic Settings Substitute Profile Define
Substitute Profile

SAP AG

IHE102

10-7

 SAP AG

IHE102

10-8

 SAP AG

IHE102

10-9

 SAP AG

IHE102

10-10

 SAP AG

IHE102

11-1

 SAP AG

IHE102

11-2

 SAP AG

IHE102

11-3

 SAP AG

IHE102

11-4

 SAP AG

IHE102

11-5

 Audits can be performed at many times during the student lifecycle. An audit can have an advisory
function to help the student e.g. to complete module bookings in order to achieve the required
degree. It may also have a monitoring function when, for example, minimum study requirements
need to be fulfilled in order to let the student continue with his or her studies. And it helps to assess
students work at points in the student lifecycle where results are needed to comply with study
requirements, e.g. at the end of a stage or in order to receive a degree.
Student Lifecycle Management distinguishes between two different audits: degree audit and stage
audit.
Degree audit is performed in order to graduate a student or to advise the student to receive a final
degree.
A stage audit is monitoring the efforts a student has done during a stage. The result might affect
the students eligibility to progress to the next stage.
The results of an audit can be used for different purposes, not only for graduation or stage
completion, but also e.g. to define the initial stage of a program which a transferring student can
enter.

SAP AG

IHE102

11-6

 SAP AG

IHE102

11-7

 The result of audits can be used to move a student from one status in the process to another, for
example: audit result = all requirements for degree are met => assessment process status = student
has successfully completed the graduation process.
If you link an audit to an assessment process, the audit is called Process-dependent. There are
different transactions to run a process-dependent or process-independent audit.
For any assessment process there may be two different audits involved. One audit to decide on the
admission to the assessment process and one audit to decide if the assessment process has been
finished successfully. In Student Lifecycle Management, this is called process part admission audit
and process part completion audit.
The audit settings include a parameter to indicate the process part. If you run a process-dependent
audit, you have to select the process part for which the audit is to be run.
The result of the audit will influence the assessment process status. This can be updated manually or
by means of a report.
Since universities should not be forced to use the procedures, audits can be executed with or without
relation to assessment processes.
For more information, please see the chapter about assessment processes.

SAP AG

IHE102

11-8

 First, the audit requirements need to be defined.

Rules for degree audit are maintained in requirement catalogs.
Requirement catalogs are assigned to students.
For each catalog, a requirement pattern is defined to structure the requirements. The requirement
pattern also contains the information where to collect the audit rules from.
Audit rules are maintained as rule containers and rule modules which are attached to a
requirement catalog.
When an audit is going to be performed, first an individual requirement profile needs to be
generated for the student.
The profile collects all applicable audit rules for a specific student in a particular audit process
(e.g. degree audit). The registered program of study and selected specializations are taken into
account to retrieve the right rules.

SAP AG

IHE102

11-9

 SAP AG

IHE102

11-10

 SAP AG

IHE102

11-11

 When you set up the program regulations (exam rules, degree requirements, stage requirements, etc.)
which are published in the university catalog, you are maintaining requirements catalogs in the
Student Lifecycle Management system. You can differentiate between active and passive versions.
Note: The requirement catalog is NOT an object type!
You edit requirement catalogs with the requirement catalog editing transaction from the SAP Easy
Access screen by choosing SAP Menu o Student Lifecycle Management o Academic Structure
(Curriculum) o Requirement Catalogs o Edit Requirement Catalog.

SAP AG

IHE102

11-12

Definition of Requirement Catalogs:

You use requirement catalogs to maintain the general and special requirements on which your
university bases its audits. A requirement catalog is an abstract entity that groups together the
requirements one organizational unit is responsible for.
Requirements that a student must satisfy can come from a single requirement catalog. They can also
come from different requirement catalogs. A universitys general academic requirements can be
specified in one requirement catalog while the special program requirements of each faculty can be
outlined in separate requirement catalogs. Example:
University General Education Requirement:
Take 3 credits in Physical Education
Take 2 courses in Arts
Faculty Graduation Requirements for Program of Study:
A thesis must be completed
Faculty Stage completion Requirements for Major:
At least 2 level-500 courses
You enter the responsibility for a requirement catalog by defining a responsible organizational unit
(O) or person (P).

SAP AG

IHE102

11-13

 Rules are actually always defined in a requirement catalog version. For a student different versions
for different requirement catalogs can apply. Example:
For the General Education Requirements the student needs to follow the rules defined in the
year he or she was admitted to the university, i.e. the catalog version of academic year 2002.
For her major he or she selects between all valid catalogs versions, e.g. from 2000 to 2006.
Requirement catalog versions allow you to manage a change of requirements over the time and to
keep different versions of the same rule at the same time.

SAP AG

IHE102

11-14

 You assign the main requirement catalog and catalog version to each student on the Requirement
Catalogs tab page in the Student File (PIQST00).
A function module is provided to automate the assignment of requirement catalogs to a student.
You also have to identify a specific version of the requirement catalog for the student when
assigning a requirement catalog or you maintain a default version instead of maintaining the
version for each student.
By reading the main catalogs requirement pattern, the system derives the concrete requirements and
subrequirements. The system chooses only those subrequirements which are contained in the main
requirement catalog version assigned to the student.

SAP AG

IHE102

11-15

 SAP AG

IHE102

11-16

 SAP AG

IHE102

11-17

 A requirement pattern gives a structure to a set of audit rules belonging to one type of audit process,
for example:
Requirements for undergraduate degree audit
Requirements for Admissions Audit to postgraduate programs
Requirement patterns serve as templates for individual requirement profiles.
A requirement pattern consists of abstract requirements. These are created by the customer and
assigned to a requirement pattern (Customizing)
You can:
Create abstract requirements
Assign a category to the abstract requirements
Define the requirement pattern, and create a structure by assigning abstract requirements to this
pattern

SAP AG

IHE102

11-18

 The requirement pattern is assigned to a requirement catalog and depends on the catalog version:
You can assign a requirement pattern to a specific version of a requirement catalog per audit type
(degree or stage audit) and process part (admission or completion of process o links to the
assessment process).
Different audit processes are reflected by different requirement patterns assigned to a requirement
catalog.
From the requirement pattern, an individual requirement profile is created for a student. The valid
requirement pattern which applies for a student is derived from the version of his or her main
catalog.
In the requirement catalog customizing activities, you:
Define requirement catalogs
Assign a requirement pattern to each catalog
IMG Path: Processes in Student Lifecycle Management Audits

SAP AG

IHE102

11-19

 The individual requirement profile for a student usually consists of several independent areas, which
we have described as structure of the audit requirements and mapped by a requirement pattern. (For
example, general university requirements and specific program requirements). The requirement
pattern will serve as a template for the individual requirement profile.
The individual requirement profile can be individualized per student by defining exceptions.
Subrequirements (= concrete rules) are NOT directly assigned to a requirement pattern but retrieved
by the system using selection rules. To fill the requirement pattern with concrete rules, you define
requirement selection rules for the abstract requirements in the requirement pattern. The (concrete)
requirements are stored in rule containers as rule modules and attached to the academic structure or
audit callup points.
Selection rules can be defined per
Requirement selections: IMG Processes in Student Lifecycle Management Audits
Requirements BAdI: Requirement Selection
Evaluation Path

SAP AG

IHE102

11-20

 SAP AG

IHE102

11-21

 SAP AG

IHE102

11-22

 Rule containers:
Are retrieved via an evaluation path or a BAdI, defined within the requirement pattern
Contain rule modules
Can link to the academic structure
A requirement must be linked to a callup point for audits in order to retrieve it
Rule containers are maintained for a requirement catalog version:
You first have to create the required rule containers. To create a rule container, you can use the
Requirement catalog maintenance transaction (PIQRLCATM or choose SAP Menu o Student
Lifecycle Management o Academic Structure (Curriculum) o Requirement Catalogs o Edit
Requirement Catalog.)
Here, you can:
Create and change requirements (= rule containers)
Create, change and attach subrequirements to rule containers. You use the Subrequirement
Manager to assign existing subrequirements and auxiliary conditions
You may only assign a requirement (rule container) to one requirement catalog.
For more information about Rule Containers, please see chapter about Rules & Regulations (VSR).

SAP AG

IHE102

11-23

 Link the rule containers with respective academic objects (for example, link the rules for a biology
major with a module group (CG)).
Therefore, you create a relationship 509 between academic structure objects and rule containers and
define the relevant callup point (e.g. completion of degree audit).
If required, you can also define relevant parameters, such as stage of a program.
You can also assign a rule container only to a callup point (such as degree audit completion). In
this case, the requirement is valid for the degree audit process, independent from any program of
studies, etc.

SAP AG

IHE102

11-24

 Note: When using this report, an Audit type has to be selected. Depending on the entry, the
parameter field is hidden/displayed.
Object Selection: Enter the following mandatory data (the Object Name is visible after data entry):
Object Type
Object ID
Evaluation Path: selects the objects to which the rule container is assigned.
Optional: If you enter module group category as selection option, then RCs will only get created
for the module groups that fit that Module Group Category.
Rule Container-Related Data
Enter an audit type. For certain audit types, a Parameter field is displayed. This field is
mandatory.
Enter the process part. The process part Completion of Process is selected by default.
Enter the requirement catalog and version you want to assign to the rule container (optional).

SAP AG

IHE102

11-25

 A subrequirement describes the prerequisites students have to fulfill to pass a (concrete) audit rule.
This is checked during an audit run. A subrequirement is defined by
Rule Module:
One rule container can contain several rule modules
A rule module describes the audit rule. To implement the rule logic, you can use the following:
Performance index (in case of an index-dependent subrequirement): A subrequirement can
use the Performance Index tool to calculate figures, such as Amount of credits received,
Number of modules booked
Selection Method: If you want the SAP system to generate module proposals for a
subrequirement, you can use the Selection Methods tool to select the right modules.
Examples: Only modules from discipline ART
Conditions (in case of an index-independent subrequirement): A condition can be used to
determine a certain work the student has to do. Example: Student has to submit a thesis
Parameters for performance indices, filters and conditions
On the requirement catalog maintenance screen, you can assign existing subrequirements to catalog
versions or create new subrequirements. You can also access this dialog transaction from
Customizing.

SAP AG

IHE102

11-26

 During an audit, subrequirements are compared with the students academic work:
All academic work is selected (= academic work selection)
Only work is counted which is suitable to fulfill the requirement
A decision is taken whether the subrequirement is fulfilled, not fulfilled or still in progress
A subrequirement can help advising the student by proposing missing modules:
Modules are selected and proposed by the system which are suitable to fulfill the subrequirement
(= module proposal)
The student or the advisor is able to book the outstanding modules
An Audit Filter for External Transcript GPA is available. This filter allows audit sub-requirements to
be easily created that check that an applicant's external GPA is sufficient.
BAdI definition HRPIQ00RLCON and BAdI implementation HRPIQ00_CON_GPACHK.
Sub-requirement condition SAP5.
In addition, an Audit Filter for Ext. Transcript Class Ranking is provided. It allows audit subrequirements to be easily created. Audit sub-requirements check that an applicant's class ranking or
percentile is sufficient.
BAdI definition HRPIQ00RLCON and BAdI implementation HRPIQ00_CON_RANK
Sub-requirement condition SAP4.
The Audit Filter for Ext. Test Score Comparison allows audit sub-requirements to be easily defined.
Audit sub-requirements check that an applicant has an external test score (or sub-score) that falls
within a desired range.
BAdI definition HRPIQ00RLCON and BAdI implementation HRPIQ00_CON_SCORECHK.
Sub-requirement condition: SAP6.

SAP AG

IHE102

11-27

 In some cases rules on the requirement level need to be fulfilled in order to complete the audit
successfully, e.g. a major requires a minimum average grade or a total number of earned credits.
With auxiliary conditions, you can also define rules on requirement levels. You can create rules
which consider subrequirement rules. The rules on requirement levels can be defined using indices
which are calculated e.g. from grades and credits from the students academic work.
Technically, auxiliary conditions are represented by rule modules. They do not have filters nor do
they have selection methods. No academic work is assigned to them directly in an audit run.
Auxiliary conditions use a tool called Key Figures:
Key Figures uses calculation methods (like Performance Indices does) for the calculation.
In contrast to performance indices key figures are not dependent on academic work. In case you
need an academic work dependent key figure, you refer the key figure to the performance index
created before. The performance indices can be seen as a special key figure as they enable you to
perform calculations only for module bookings.
Output of Key Figures can be used as input for Key Figures on higher levels
Possible calculations with Key Figures:
Percentages of fulfilled subrequirements
Other indices, such as GPA including weighting; GPA totals
Conversion of Credits Points, Percentages to Grades (with help of scales)
Example 1: Module ENG101 is used for Take ENG101, MATH100 and MATH101 are used for
3 credits in X, and HIST100 and HIST101 are used for 6 CRH in Hist.. At Group I an auxiliary
condition is defined: 6 CRH out of all these modules must be earned in residence.
Example 2: 2 of 3 subrequirements of a requirement have to be fulfilled
SAP AG

IHE102

11-28

 An audit result is usually positive if all subrequirements and requirements are fulfilled. A
requirement is fulfilled if all requirements or subrequirements below are also fulfilled.
If an automated audit process is executed (e.g. for assessment processes), also the results of the
requirements (fulfilled, failed ) have to be determined by the system.
To calculate results on aggregation levels, Student Lifecycle Management distinguishes between two
different cases:
1) The result on the aggregation level is positive (= fulfilled) if all (= 100%) of all
subrequirement or requirements below this level are fulfilled.
2) The result on the aggregation level is positive (= fulfilled) if a certain percentage (e.g. 80%) of
all subrequirement or requirements below this level are fulfilled.
The implementation provides two concepts for this check:
1) In case 100% of all lower level rules must be fulfilled, you can use the standard
implementation provided within a rule container on the Rule Module tab. This is called implicit
additional condition and checks if 100% of all rules below are fulfilled.
2) In case only x% of lower level rules must be fulfilled, you use the Auxiliary Conditions. They
can be defined and integrated to requirement catalogs. They will be checked if the implicit
additional condition is switched off.

SAP AG

IHE102

11-29

 Business scenario relevant for incremental assignment of academic work:

When an index dependent subrequirement is evaluated in a system without incremental
assignment of academic work, all academic work done by the student is used.
Incremental assignment means that the system uses academic work one by one. Once the
subrequirement is fulfilled, it stops further assignment of academic work.
Once the concept of incremental work assignment is used, it is necessary to determine whether or
not particular sub-requirements can share assigned academic work.

SAP AG

IHE102

11-30

 SAP AG

IHE102

11-31

Business scenario example 1: you have sub-requirements in which the assignment of academic work
should not interfere with other subrequirements:
Total Earned Credits > 90. In this case, academic work assigned to the subrequirement should still
be available for assignment to other subrequirements.
Business Scenario example 2: You have subrequirements that should not share any academic work:
2 subrequirements:
Programm requirements: Complete 1 course of the Biology course level 100
Biology Major Requirements: Complete 3 courses of the Biology course level 100
2 subrequirements:
Programm requirements: Complete 1 course of the Chemistry course level 100
Chemistry Minor Requirements: Complete 2 courses of the Chemistry course level 100
2 subrequirements:
Biology Major Requirements: Complete 3 courses of the Biology course level 200
Chemistry Minor Requirements: Complete 2 courses of the Biology course level 200

SAP AG

IHE102

11-32


Usually, the rules of an institution would not allow a single course to be used for two different
subrequirements, even when a single course is part of two different Module Groups. See below the
explanations for the displayed subrequirements:
Subrequirement 90 CRH checks if the sum of filtered academic work achieves at least 90 CRH.
The used academic work can be reused by other subrequirements with unlimited re-usability as
the maintained category is unlimited re-usability.
Courses like Biology 101 can be used to fulfil the subrequirements 1 Level 100 Biology
Courses or 3 Level 100 Biology Courses as both are maintained with the category Reusability within grouping and have assigned the same group.
Courses like Chemistry 101 can be used to fulfil EITHER the subrequirement 1 level 100
Chemistry Courses OR 2 Level 100 Chemistry Courses as one is maintained with the category
Re-usability within grouping and the other one with the category Zero re-usability.
The course Biochem 201 can be used to fulfil EITHER the subrequirement 3 Level 200
Biology Courses OR 2 Level 200 Chemistry Courses as both are maintained with the category
Zero re-usability.
How about the course Biology 301?
This course will be used for subrequirement 3 level 300 Biology Courses and no other
subrequirement as the maintained category is zero re-usability. No other subrequirement on
this slide would be fulfilled by the usage of this course as the requirement is to complete a
course with level 300.

SAP AG

IHE102

11-33

 SAP AG

IHE102

11-34

 SAP AG

IHE102

11-35

 SAP AG

IHE102

11-36

 In order to allow easier maintenance of audit rules, Student Lifecycle Management allows you to
create requirement profile templates. They collect all rules which are applicable for a certain audit
(e.g. degree audit) and a program of study. Requirement profile templates are somehow a static
template for individual requirement profiles, but allow a flexible derivation of requirements for
booked specializations.
If there is the case where
Programs are clearly structured and only few choices are possible
Requirement structures differ from program to program
Audit requirements are more or less fixed (for example, admission audit: requirements for
admission (missing documents, etc.) are clearly defined and do not offer much flexibility)
For these cases an easier way to build up requirement profiles is offered by the requirement
profile templates:
You can see what a requirement profile for a certain student (registered for program P with
specialization S) or a certain audit task (admission audit) will looks like.
The requirement structure can be different for each program of study, while the requirement
profile structure is always the same if you use one requirement pattern to retrieve the individual
requirement profile.

SAP AG

IHE102

11-37

 When individual requirement profiles for students are created, the system evaluates depending on the
program of study if requirement profile templates should be used or not.
If templates are used, the system takes them over into individual requirement profiles. You can
structure the requirement profile templates you create like you want the personal requirement
profiles of students to be structured.
In contrast to profile generation by derivation from requirement catalogs, no derivation of
requirements (rule containers) and subrequirements occurs, because requirements and
subrequirements are already included in the requirement profile templates.
Example:
During the generation of requirement profiles for students without requirement profile templates,
requirements may be picked out of several catalogs and the requirements may even belong to
different versions. This generation is very complicated and it is not possible to see how a
requirement profile for a certain student will look like. There are programs of study which may
need this flexible derivation. But there are other cases where programs are clearly structured and
only few choices are possible. The checklist in the admissions audit is also more or less fixed.
For these cases an easier way to build up requirement profiles is provided with the requirement
profile templates.

SAP AG

IHE102

11-38

 If you want the system to use templates and not the standard derivation when it generates individual
requirement profiles, you must specify that a template should be used for a certain program of study:
Use the program catalog transaction to edit the programs of study in order to define usage of
templates (Requirement Catalogs infotype (1778) of the program of study).
During the generation of individual requirement profiles this attribute is taken into account.

SAP AG

IHE102

11-39

 The transaction for creating and editing requirement profile templates can be found in the SAP Menu
XQGHU6WXGHQW/LIHF\FOH0DQDJHPHQW$FDGHPLF6WUXFWXUH5HTXLUHPHQW&DWDORJV(GLW
Requirement Profile Templates.
Requirement profile templates consist of the same elements as an individual requirement profile:
Requirement elements to structure the profile
Subrequirements which are the concrete rules. They belong to a requirement element.
When you create the templates for requirement profiles, you can specify student attributes in the
template and thus restrict use of a template to specific students, such as international students. These
student attributes are filter-dependent implementations of the business add-in Requirement Profile
Templates Based on Student Attributes. (See audit Customizing.)
Furthermore, Student Lifecycle Management allows you to maintain subtemplates, i.e. templates
within a template. With subtemplates, you are able to achieve flexibility for the definition of
requirements for specializations, as students are usually allowed to select their specialization. In this
case, only those requirements which belong to the selected specialization(s) are derived for the
individual requirement profile.
Student attributes can also be considered for the creation of requirements profile templates. This
allows you to define different rules for different student categories, like international students.
Preparation: Ensure that basic customizing for audits is available. You can find the audit
Customizing under Student Lifecycle Management Student Lifecycle Management Processes
Audits . Please complete Customizing for Requirement Profile Templates and for maintenance of
requirement elements under Requirements Requirement Patterns Define (Abstract)
Requirements.

SAP AG

IHE102

11-40

 SAP AG

IHE102

11-41

 In an audit run, all subrequirements (= rule modules) from the requirement profile are checked
against the students academic work. All module bookings with a specific status are selected as input
for the audit check. Example:
Module booking statuses considered: Booked, Completed with success, Preselected
Module booking statuses not considered in the audit run: Failed, Canceled
You can determine which subrequirements the student satisfies or not, and which subrequirements
the student is still working on. You can have the SAP system support the evaluation procedure or
you can evaluate the data manually.
The audit execution mode determines the significance of an audit result. You can use the execution
mode to distinguish between official audit results and the results of audit simulation runs. The
execution mode defines allowed requirement profile types for execution modes and module booking
statuses relevant for execution modes.
For example, you use a simulation audit run to advise your student how his or her standing is toward
a degree. In this case, you may not only take all modules which have been completed successfully
into account, but also modules which are only booked.
You can find the Customizing activities in the Student Lifecycle Management IMG under Student
Lifecycle Management Processes o Audits o Audit Runs.

SAP AG

IHE102

11-42

 The profile combines all concrete subrequirements which are valid for
The program the student is registered in (= degree which should be reached)
The chosen audit execution mode
The requirement profile type
Requirements (= rule containers) as created for the requirement catalog are not displayed in the
requirement profile!
A student can have several requirement profiles.
Further audit runs for this student can be based on one profile.
Every requirement profile must be assigned to a specific requirement profile type. The profile
type represents the purpose of a requirement profile. For example, you can create a different
profile type for official audits and simulation audits.
To create an individual requirement profile, you
Start the report program for assessment processes: Transaction PIQAUD_MP_CP if the audit is
related to an assessment process
Requirement profiles which are not related to assessment processes can be generated via
Transaction PIQAUD_MP_CS.
You can also create requirement profiles manually using the BSP application. In this application,
you can create exceptions and adapt the profiles to your individual requirements.

SAP AG

IHE102

11-43

 Requirement profiles are created according to the following logic:

First, the system determines the requirement pattern for the main requirement catalog defined for
the student in the student file.
If the student is not assigned a main requirement catalog, the system searches for one using the
evaluation path assigned to the audit type in question.
Then, by reading the requirements of this requirement pattern, the system derives the rule
containers (concrete requirements) and rule modules (subrequirements) for the assigned
requirement selections and evaluation paths. Subrequirements can differ in the different
requirement catalog versions. The system therefore chooses only those subrequirements which
are contained in the main requirement catalog version assigned to the student. If the student is
not assigned a main requirement catalog, the system uses the standard version of the main
requirement catalog it derived.
In this way, the system assembles the concrete requirements and subrequirements for a student in
the requirement profile.
In case you are using requirement templates, the content of the template is directly used as input for
requirement profiles. Please see the next topic for more information.

SAP AG

IHE102

11-44

 A status is set for the individual requirement profile which is generated for a student when an audit is
to be performed.
The status tells you whether you can perform the audit if the requirement profile is complete, or the
requirement profile of the student could not be completed. If it is incomplete, there is apparently a
rule (i.e. a subrequirement) missing. The system determines an individual requirement profile as
incomplete if there is a requirement element in the profile which has the requirement category
subrequirement, but no subrequirement has been added to it. The system would expect a
subrequirement (= concrete rule) to be part of the individual requirement profile for this requirement
element.
You are not allowed to run an audit if the individual requirement profile for the student is
incomplete.
Since the status of the requirement profile depends on the attribute requirement category (which is
maintained for a requirement element), you should check your Customizing for requirement
elements under Student Lifecycle Management o Student Lifecycle Management Processes o
Audits o Requirements o Requirement Patterns o Define (Abstract) Requirements.
Note: Individual requirement profiles which have been created in releases >SLCM 6.00 are
automatically set to status complete.

SAP AG

IHE102

11-45

 The audit function evaluates each subrequirement against the student academic work and returns a
result if the subrequirement is fulfilled or failed.
An overall result for an audit run can be determined automatically by evaluation of the
subrequirements and auxiliary conditions of the requirement profile. Therefore rules must be
maintained for the top requirement to evaluate the results of all dependent subrequirements or
requirements.
If audits are used within an assessment process the audit runs have to deliver exactly one overall
result which can be interpreted.
To start an audit run, you have the following options:
1) If the audit is embedded into an assessment process, start the process-dependent audit
transaction (SAP Menu o Student Lifecycle Management).
2) If the audit is process-independent, you can start an audit as mass processing run from the
SAP Menu o Student Lifecycle Management).
3) You can start a single audit run using a web frontend. In this case, you start the BSP
application PIQ_AUDIT (see next slide).

SAP AG

IHE102

11-46

 If you wish to run a single audit run, you would also use the BSP Application (with EHP 5, this
functionality will become delivered as Web Dynpro application):
In Customizing for Student Lifecycle Management choose Student Lifecycle Management
Processes o Audits o Adjustment of to set up the web interface
User Interfaces -> Set Up Views of BSP Applications
Use transaction SE 80 to start the BSP Application PIQ_AUDIT.
The user interface for audits (run a single audit) supports different views which enable you to
adapt it to various roles, e.g. student in self service, advisor, staff. Different actions are available
for different persons and roles (students, experts, extended maintenance mode).
A view is displayed for each audit type, process reference and role.
The standard system contains degree audit, stage audit and the above mentioned roles
A view contains a set of actions and exceptions: The exceptions and actions refer to requirement
profile editing, audit editing or are independent of these.
Example: You can allow a student to display an official audit through the web but not to change
it.

SAP AG

IHE102

11-47

 SAP AG

IHE102

11-48

 The admission process supports the decision process with automatic checks.
Administrative or academic prerequisites can be checked via an admissions audit. Regulations
which apply to the admission of an applicant for a certain Program of Study can be kept as rules
within a Requirement Catalog. These are checked against the applicant data within an admission
audit, which is embedded within an assessment process (also see Chapters: Assessments,
Examination & Grading).
Furthermore, integration with Records Management allows you to automatically check the
application for outstanding requirements, such as missing documents.
Note
The Admission Audit functionality has to be activated explicitly per Program of Study.
Records Management has to be activated separately in Customizing and explicitly per Program
of Study
Process flows can be defined for each customer individually

SAP AG

IHE102

11-49

 Preparation:
You have made the required customizing settings using the path: Student Lifecycle Management
o Processes in Student Lifecycle Management Processes o Admissions, Registration, and Deregistration
Complete customizing settings for Dunning Inbound Correspondence using the path: Student
Lifecycle Management o Processes in Student Lifecycle Management o General Settings o
Correspondence o Inbound Correspondence.
Complete the customizing settings for Admission Audits using the path: Student Lifecycle
Management o Processes in Student Lifecycle Management o Audits.
Before you can use SAP Records Management, you must activate the component and make the
necessary settings. You make these customizing settings using the path: Student Lifecycle
Management o Master Data in Student Lifecycle Management o Students o Integration of
Records Management.
You activate the Assessment Process Function for each Program of Study by setting the Use
Assessment Process indicator. An assessment for Audit Type Admission is created and linked
to the Program of Study.
Once a student has applied for a Program of Study the Admissions Audit can begin.

SAP AG

IHE102

11-50

 An Assessment Process is based on an Assessment. The Assessment is represented by the Object

Type CE and linked to a Program of Study (or another Object within the Academic Structure) via a
relationship. In order to prepare an Admissions Audit, it is necessary to create and link an
Assessment for Admissions Audit.
An Assessment Process is always linked to one student and one assessment.
When you activate the admissions audit function for a Program of Study, the system automatically
creates an Assessment Process for admissions audit with the requirements that have been defined for
this Program.
You can display the Assessment Process via the [Assessment Processes Tab] in the Student File.
This allows you to monitor the status of the Assessment Processes.
You use the Edit Admission function in the Student File, and not the Edit Assessment
transaction for Admissions.
Note: Not all functions of the assessments can be used for admissions audits:
You do not use scheduled assessments
You do not create registrations for admission audit assessments in the Edit Assessment Process
transaction. Registrations are created automatically within the Admissions Process.

SAP AG

IHE102

11-51

 Requirement Profile:
The (individual) Requirement Profile has to be derived for each applicant for the purpose of an
Admissions Audit. It is built from the Requirement Pattern, which maps a specific set of
academic requirements in a rough structure and serves as templates for the individual
Requirement Profiles. According to derivation rules, the concrete requirements (rules) are
retrieved from a Requirement Catalog.
Another way to build an individual Requirement Profile is to use the requirement template
function. In this case, the template is built as sample a Requirement Profile, and requirements or
rules are directly attached to the template, instead of being retrieved via an Evaluation Path. The
template is then adopted when a Requirement Profile is generated for an Applicant or Student.
Checklist: Working steps of checklists depend on the customer status.
You can manually check an element of the checklist.
You can let the system audit define which element has been met and which has not.
The User can override the system result (i.e. waiving a requirement).

SAP AG

IHE102

11-52

 You can manage the documents you receive and the ones that are missing by connecting to SAP
Records Management. Documents relevant for the admissions application, or later during the
students lifecycle, can be scanned and stored there.
If you wish to use SAP Records Management, you must configure the system accordingly.
You can use transaction ORGANIZER to access SAP Records Management.
In Records Management, documents can be associated directly via Load Local File, or scanning etc.
The integration with Records Management offers institutions the possibility to create a file for
students in Records Management. The process to generate such a file is started in the Student File of
Student Lifecycle Management.
Managing the documents around the Admission Process (e.g. Transcript of high school, Certificates
of further qualifications) with Records Management allows you to check for outstanding
documents needed to complete the Admissions Process and to track the document history of an
application.

SAP AG

IHE102

11-53

 With an Admissions Audit Run, the Admissions Officer checks if all requirements are fulfilled and if
a certain document is stored in the student record in Records Management. Requirements may be
documents, a minimum grade or a certain test result.
Admissions Officers can send information to students for requirements which they do not fulfill or
for documents that are missing. Automated dunning processes can be defined. The Print Workbench
can be used for this purpose.
The system automatically recognizes and duns unfulfilled requirements such as missing documents.
You can create reminders for missing requirements with the Correspondence Dunning Run Function
(transaction FPCODU). As these reminders are created with the Print Workbench, all the tools and
other setting options are also available to you.
Note: Usage of FI-CA Correspondence Dunning Run
You can set the reminder flag to notify applicants e.g. to send outstanding documents. The
indicator, for sending reminders, is the incoming date. When there are no negative requirement
results (Audit Run), which are relevant for dunning, the incoming date is set. If the incoming
date is initial the student will be reminded during the FI-CA Correspondence Dunning Run.

SAP AG

IHE102

11-54

 Abstract Requirements 4000, 4100, and 4200 are defined as Consolidation requirements. The
others are defined as Variable Requirements.
Variable Requirements may or may not contain sub-requirements (i.e. they may be empty). In
order to prevent generated profiles from containing empty sub-requirement containers, use the
following IMG path: Student Lifecycle Management Processes in Student Lifecycle
Management Audits Requirements Requirement Patterns Prevent Storage of
Requirements without Subrequirements. Set the value to V.

SAP AG

IHE102

11-55

 SAP4: If you wish to check class rank as a percentile rather than an absolute number, you need to set
TRANSCRIPT-PROC_RANK = X in table V_T7PIQSWITCHVALUE (via transaction SM31)
For all conditions with the filter OPERAND, valid values are: EQ, GT, LT, GE, LE

SAP AG

IHE102

11-56

 You should have two different configurations: one for applicants, and one for Admissions Officers.
In your admissions audit catalog, you must maintain the Create Reminder flag for the
Requirements you wish to expose in the Web Dynpro!
For each configuration (applicant vs. admissions officer), you need to maintain the Requirement
Pattern Elements that should be exposed:
IMG Path: Student Lifecycle Management Role-Based Web UI Cross-Role Settings
Edit Profile Views for Admissions Auditing
Create one Profile for each Web Dynpro configuration
You can assign Requirements with the recursion flag on to easily use an entire portion of a
Requirement Pattern
Note:
This Web Dynpro is navigated to from Web Dynpro PIQIB_ST_ADMAPPLICATION

SAP AG

IHE102

11-57

 SAP AG

IHE102

11-58

 SAP AG

IHE102

11-59

 SAP AG

IHE102

11-60

Exercise
Unit: 11. Audits

At the conclusion of this exercise, you will be able to:

Create Requirements for a Program of Study

Create Subrequirements for a Program of Study

Assign Requirements to Programs of Study

Create a Graduation Assessment

Assign Requirement Catalogs to Students

Create a Requirement Profile and Execute an Audit Run

The examination regulations have been discussed by the official

committee and now need to be edited in the sytem. A staff member in the
Office of the Provost is responsiblefor editing the requirements for the
specific Program of Study in the system.
Later on a faculty member supports the student to find out status of
program completion and as well adjust the audit profile for the certain
student.
11.1. Requirements
The staff member in the provost office has to edit the following requirement which is based on
the examination regulations: The courses and examinations in the specialization Major
include 8 credits. This means for the requirement in the system that at least 8 credits must be
achieved for successful completion of specialization Major.
Edit the Requirement for your Program of Study BA_HIST_GXX. Define the Requirement to
indicate that a total of 8 credits must be achieved for successful completion. The credits should
be obtained from Modules assigned to your Module Group MAJ_HIST_GXX.
(Note: You may wish to create additional Modules or adjust the credit values accordingly)
SAP Menu

Student Lifecycle Management Academic Structure

Requirement Catalogs Edit Requirement Catalog

Requirement Catalog

Select your Group Catalog: GroupXX BA Arts in History

Audit Type

Graduation

Click on pushbutton [Select Requirements]

SAP AG

IHE102

11-61

a) Change Subrequirement (Major)

y

Select your Requirement which is relevant for your Major, use a right mouse click and
choose Change Subrequirement

Field

Value

Description

Change description to Total Credits for Major (8)

Tab Performance
Index

Earned Credits Greater Than or Equal to 8 CRH

Tab Academic Work

Selection

Modules from Module Group / Check Value=Module Group ID

(Module Group HIST_MAJ_GXX)

Click on [Save]. The previous screen will be presented

b) Review Assignment of Requirement to Program
y

Navigate to the Program Catalog to review Academic Structure and assignment of the
Requirement to your Program.

Select your Rule Container (Requirement), use a right mouse click and choose Change

Check the Callup Point = 0060 / Requirement = MAJ_HIS_G## in additional data of

relation ship

Click on [Back] to complete.

What functionality has the call-up point?

______________________________________________________________________

What functionality has the assignment of the requirement MAJ_HIS_GXX?

11. 2. Audits
The student has been studying for several academic periods and would like to know his
academic standing. The faculty member supports the student to run the degree audit. In a
first step the faculty member has to create the profile. In a further step the profile can be
adjusted. Based on the profile the degree audit run has to be executed to analyze students
academic standing.
a) Program Registration & Assignment of Requirement Catalog to student
Access student file and select your student with registration to your Program
BA_HIST_GXX for the current Year/Session.
SSelect the tab Requirement Catalogs and assign your Requirement Catalog to the
student.

SAP AG

IHE102

11-62

b) Create a Requirement Profile

Create a Favorite shortcut to add the Profile Maintenance Web Dynpro Application:
Favorites Add Other Objects Web Dynpro Application
Web Dynpro Applicat.= PIQ_AUDIT_PROFILE_MAINT_GAF
Enter a description
Application Config = PIQ_AUDIT_PROFILE_CONFIG_GAF
Double-click on the shortcut to launch the Application.
On-Line Profile Management
y

Select your student by using the Search Function or by entering wild card.

Choose the student and click on [Start]

Check that the defaulted information is correct and click on [Next]

Click on the [Create]. The Requirement Profile will be displayed on the left of the screen.

Toggle between the flags Show Description and Show Detail

Maintain and save a Note for your profile using the button [CM: Note]

Click on the button [Save Profile]

c) Audit Run: Generate an Audit Result

y

Create a Favorite shortcut to launch the Web Dynpro Application:

Favorites Add Other Objects Web Dynpro Application
Web Dynpro Applicat: PIQ_AUDITS_GAF
Applicate Config = PIQAC_AUDITS_ADVISOR_CONFIG_GAF

Double-click on the shortcut to launch the Application.

Use the Search Function to select your student and click on [Start]

Check that the defaulted information is correct and click on [Next]

Select the existing Profile and click on the button [Create Audit Run]

Inspect your audit results.

Click on [Save Audit] to complete.

Release your audit results and exit the application

SAP AG

IHE102

11-63

Optional exercise:
y

After you have inspect your audit results

Manually assign some academic work to a Subrequirement. You can perform manual
assignment once you have selected the Subrequirement. If you want the manual
assignment preserved, even when the subrequirement is not passed, change the status to
In Process.

Use the button [Academic Overview] to view the students academic history. If
necessary, book additional Modules to fulfill the Program Requirements

Click on [Save Audit] to complete.

Release your audit results and exit the application

SAP AG

IHE102

11-64

Solution
Unit:

11. Audits

Solution to Exercise 11.1

SAP Menu>Student Lifecycle Management>Academic Structure>Requirement

Catalogs>Edit Requirement Catalog.

Requirement Catalog: Select your group catalog: Group##-BA Arts in History

Audit Type: Select Graduation

Click on the pushbutton [Select Requirements]

Select the Requirement CG_MAJ_GXX and click on Arrow to see subrequirements

below.

Solution to Exercise 11.1(a)

Select the Subrequirement Total CRH Required for Major (10), use a right mouse click
and choose Change Subrequirement.

Change Description: Total CRH Required for Major (8)

Select the tab [Performance Indices].

Performance Index: Earned Credits

Operand: GE Greater Than/Equal To

Value: 8 / Unit: CRH

Select the tab [Academic Work Selection]

Filter: SAP5 Modules from Module Group.

Parameter Value: Review your Module Group ID. Make sure it is the object ID of module
group HIST_MAJ_GXX

Click on [Save]. The screen Edit Requirement Catalog is presented.

SAP AG

IHE102

11-65

Solution to Exercise 11.1(b)

SAP Menu>Student Lifecycle Management>Academic Structure>Study Planning

>Program Catalog.

Access Object: Organizational Unit / Faculty G##

Select your Rule Container CG_MAJ_GXX below your module group HIST_MAJ_GXX,
use a right mouse click and choose Change.

Select the Relationship and click button [display infotype]

Click button [additional data]

Callup Point: 0060 (Degree Audit). /Requirement: MAJ_HIS_G## is maintained

Click on [Back] to complete

What functionality has the call-up point?

The time point in which an academic event takes place and the system performs a rule
check

What functionality has the assignment of the requirement MAJ_HIS_GXX?

Element of the requirement paddern

Solution to Exercise 11.2 (a)

SAP Menu>Student Lifecycle Management>Student File

Select the tab [Requirement Catalogs].

Click on the Icon [Create Catalog Assignment]

Audit Type: Graduation

Reqmt Catalog: Group00-BA Arts in History

Click on the box: Main Catalog to activate.

Catalog Version: 04 Version 2008.

Start Date: same date as start of current Academic Session.

Click [Save] to complete.

SAP AG

IHE102

11-66

Solution to Exercise 11.2(b)

From the Easy Access Menu, right click on the Favorites Folder and select the option Add
Other Objects

Favorites>Add Other Objects>Web Dynpro Application

Web Dynpro Applicat.= PIQ_AUDIT_PROFILE_MAINT_GAF

Enter a description

Application Config = PIQ_AUDIT_PROFILE_CONFIG_GAF

Double-click on the shortcut to launch the Application

On-Line Profile Management

Select your student by using the Search Function or by entering wild card.

Choose the student and click on [Start]

Check that the defaulted information is correct, select audit type graduation and click on
[Next]

Click on the [Create]. The Requirement Profile will be displayed on the screen.

Toggle between the flags Show Description and Show Detail

Maintain and save a Note for your profile using the button [CM: Note]

Click on the button [Save Profile]

Solution to Exercise 11.2(c)
Audit Run: Generate an Audit Result

Create a Favorite shortcut to launch the Web Dynpro Application:

Favorites>Add Other Objects>Web Dynpro Application
Web Dynpro Applicat: PIQ_AUDITS_GAF
Applicate Config = PIQAC_AUDITS_ADVISOR_CONFIG_GAF

Double-click on the shortcut to launch the Application.

Use the Search Function to select your student and click on [Start]

Check that the defaulted information is correct, select audit type graduation and click on
[Next]

Scroll down and select the existing Profile from the list Available Requirement Profiles:
Process Independent and click on the button [Create Audit Run]

Inspect your audit results.

Click on [Save Audit] to complete.

Release your audit results and exit the application

SAP AG

IHE102

11-67

Solution to Optional Exercise

Manually assign some academic work to a Subrequirement. You can perform manual
assignment once you have selected the Subrequirement. If you want the manual assignment
preserved, even when the subrequirement is not passed, change the status to In Process..

Use the button [Academic Overview] to view the students academic history. If necessary,
book additional Modules to fulfill the Program Requirements

Click on [Save Audit] to complete.

Release your audit results and exit the application

SAP AG

IHE102

11-68

 SAP AG

IHE102

12-1

 SAP AG

IHE102

12-2

 SAP AG

IHE102

12-3

 SAP AG

IHE102

12-4

 SAP AG

IHE102

12-5

 Two audit types for measuring academic progression are delivered for Student Lifecycle
Management: Degree audit (for Program Type-based Progression) and stage audit (for Stage
Completion). You can use the audit type to classify the different kinds of audit processes at your
university.

SAP AG

IHE102

12-6

 Main aspects of a program type driven Student lifecycle:

After the student has been admitted to the university, the lifecycle starts with module booking.
The first module booking for an academic session initiates an implicit registration for a program
including program type and degree.
While studying, the student can choose from offered courses which count towards the degree.
The student is advised, e.g. by the Academic Advisor, which courses to take and in which order
in order to progress.
At a determined point in time (e.g. after an academic session is finished) a progression evaluation
is done. The progress of the student is evaluated taking earned credits and grades into account.
The result of the progression determines whether the student is allowed to continue studies.
Note: The progression exercise is not a degree audit! To measure the real progress toward a
degree a degree audit is required. Only then the students academic work is evaluated against
degree requirements.

SAP AG

IHE102

12-7

 1. Program Type-based Progression

The progress of a student is measured for a certain program type (e.g. undergraduate and graduate)
rather than a specific program of study.
Progression uses different categories to determine the quantitative progress (progress classification
= freshman, sophomore, ) and the quality of students work (academic standing = good, on
probation, )
Progression is based on performance indices (various types of GPAs, totals for credits, )
calculated from the academic work used for the program type
Academic work (courses, etc.) is assigned to program types
Rules for program type progression can be defined by the customer and implemented with the
VSR tool
The result of the program type based progression can be calculated automatically and modified
manually
The values used are stored in activity documents
Student Lifecycle Management tracks the progress in the various categories per program type as
a time dependent Infotype at the student

SAP AG

IHE102

12-8

 The stage completion process is a progression of the student through the program of study which is
organized by stages.
It requires an explicit registration to the program and re-registration each academic session
(triggered by an application)
For each stage, a stage completion process is started at the beginning of the stage. After the
student has booked modules, the first step is initiated: stage audit to check whether the student is
admitted to stage completion. Mainly, the audit checks whether the student has booked all the
modules or enough credits in order to be able to complete the stage successfully at the end. If the
audit fails, an advisor can help the student to adjust his or her module bookings.
After the module examination period when grades are known, the stage audit for the stage
completion takes place. The student acquired work (e.g. passed courses, number of credits,
GPA) is checked against stage requirements.
If all stage requirements are fulfilled, the student can proceed to the next stage and the process
starts again with re-registration.
The graphic describes one example of how the stage completion process can be integrated within the
student lifecycle. In this case, the student lifecycle refers to only one stage and not to the full study
duration.

SAP AG

IHE102

12-9

 If a program is organized in stages which also connect to rules and requirements the student has to
fulfill for a particular stage, the promotion of the student will follow the stages. In this case, the
progression model is a stage completion.
The staged program of study offers courses for students in each stage which need to be passed.
Otherwise, the stage needs to be repeated.
The stage model may be used for different academic models:
For example, programs are structured into years which correspond to stages and the content of
the program is predefined with options for the student. An individual study plan may exist for the
student.
In another example, the stages are used to structure the programs into two parts which do not
necessarily correspond to academic years. Only if the first part is passed, a student can start the
second part.

SAP AG

IHE102

12-10

 Please note the difference between a curriculum plan and stages:

1. Curriculum Plan:
The University defines the modules or more general the requirements a student has to
complete in the stage or program. Within a curriculum plan an order is proposed in which
they can be completed. This plan is divided into sessions, and contains the courses required
in the first session (Freshman year, 1st), second session (Freshman year, 2nd), third session
(Sophomore year, 3rd), etc. The plan is used for advising as well as for planning the
University offerings and seen as a commitment to the students to provide the modules they
need to complete the program or stage in time.
Audits of requirements do not always have to be performed at set intervals. They can also be
run at any time during the program or at the end of the program. The audit determines if the
student fulfills the (degree) requirements and, if not, specifies which requirements are
outstanding.
2. Stages:
Degree requirements are split up into parts according to the units of the program of study
(=stages).
An audit of requirements is run in each stage of the program Students work is evaluated
based on requirements of the respective stage. The audit result determines whether or not the
student is allowed to progress to the next stage (=progression). The student is awarded a
degree upon successful completion of all stages.

SAP AG

IHE102

12-11

 SAP AG

IHE102

12-12

 SAP AG

IHE102

12-13

 SAP AG

IHE102

12-14

 SAP AG

IHE102

12-15

 Program types are defined in Customizing for Student Lifecycle Management under Student
Lifecycle Management o Student Lifecycle Management Processes o Progression o Program
Type Progression o Create Program Types.
You can assign a program of study to a program type via an attribute of the Program Data Infotype
(1730). A program can only be assigned to one program type.
Note: We recommend that all programs of the same type have the same session variant.
Examples for program structures:
A university offers programs which belong to the program type undergraduate, graduate, and
law.
A Bachelor degree program belongs to the undergraduate program type, Master and PhD
programs are graduate program types, and the professional law program belongs to the law
program type.
A student can be registered in programs of several types simultaneously, e.g. he or she is
registered in a Bachelor of Science program and is taking a major in Mathematics. Following an
interest in management studies, he or she enrolls in a Business Administration program to earn
an MBA. The student is now both an undergraduate and a graduate student.

SAP AG

IHE102

12-16

 Customizing Paths:
Progression categories for each program type:
6WXGHQW/LIHF\FOH0DQDJHPHQW3URFHVVHV3URJUHVVLRQ3URJUDP7\SH3URJUHVVLRQ
Create Program Types.
Settings for progress classification and progress classification for financial aid
6WXGHQW/LIHF\FOH0DQDJHPHQW3URFHVVHV3URJUHVVLRQ3URJUDP7\SH3URJUHVVLRQ
Set Up Progress Classifications.
Values for progress classification and progress classification for financial aid
6WXGHQW/LIHF\FOH0DQDJHPHQW3URFHVVHV3URJUHVVLRQ3URJUDP7\SH3URJUHVVLRQ
Create Program Types. There select the program type and choose Progress Assignment.
Here, you can also define a sort sequence for the progress classifications.
Values for academic standing
6WXGHQW/LIHF\FOH0DQDJHPHQW3URFHVVHV3URJUHVVLRQ3URJUDP7\SH3URJUHVVLRQ
Create Program Types. There, select the program type and choose Academic Performance.
Values for academic standing for financial aid
6WXGHQW/LIHF\FOH0DQDJHPHQW3URFHVVHV3URJUHVVLRQ3URJUDP7\SH3URJUHVVLRQ
Create Program Types. Select the program type and choose Academic Performance for
Financial Aid.
Values for Academic honors
6WXGHQW/LIHF\FOH0DQDJHPHQW3URFHVVHV3URJUHVVLRQ3URJUDP7\SH3URJUHVVLRQ
Create Program Types. There, select the program type and choose Academic Distinctions.

SAP AG

IHE102

12-17

 Progression results are stored in the student file (tabs program type progression and activity
documents).
Activity documents are created for progression results either in the automated calculation or in
dialog. Details include Modules used in progression and performance indices and their values as
calculated in the progression run
Progression results (= values per progression category) are stored for the student (object ST) in the
progression Infotype (1737). This Infotype includes a link (GUID) to the activity document.
Infotype 1737 (Header Section) includes the following detail information:
Program Type
Progression Category
Infotype 1737 (Table Section) includes:
Check Period (Check From - Check To)
Valid-From Date
Real Validity Period (Valid From - Valid To)
Result (Result and Result Status)
Academic Year and Session
The system derives a status for the progression result, depending on the completeness of the
progression run. The completeness is measured by the completeness factor and is based upon the
status of the module bookings (booked graded completed ):
Projected or Pending if completeness factor < 100%, dependent on check-to date
Final (completeness factor = 100%): All required data is available (e.g. all relevant modules have
been graded)
Note: Performance indices (average grades, credit totals, ...) are saved in an activity once the related
processes (change of module booking, grading, change of academic work in extended maintenance)
are completed successfully.

SAP AG

IHE102

12-18

 Use Cases:
Advising hold 9079 is set when the Progression run has a result of PROB; this hold is
deactivated if the Progression run has a result DISM or GOOD. In the same way, the Dismissal
Hold 9715 is set if the progression run returns a result of DISM and it is deactivated when the
result is GOOD.
If a hold is defined as study-specific, it will be activated/deactivated for all programs of the same
Program Type. The activation/deactivation date range should be the same as the progression
result date range.
IMG Path to activate or de-activate holds or customer statuses: Student Lifecycle Management >
Processes in Student Lifecycle Management > Program Type Progression > Business Add-Ins > Set
Holds and Customer Status in Program Type Progression
Requirements for using Progression Holds and Statuses
Holds to be activated/de-activated (and customer statuses) are already defined
Progression values/rules for academic standing are already created
You have implemented the BaDI: HRPIQ00_SET_STATIND
The configuration table is read by an implementation of the previously available Progression BAdI.
You need to create and activate an implementation of the BAdI which properly reads the
configuration table. Function module HRIQ_HS_PROG_HOLD_MAN is provided for this.
The BAdI is Filter-Dependent, based upon the Progression activities that should automatically
manage the holds. The available filter values are:
PG3C Reset Program Type Progression
PG2M Program Type Progression (Manual)
PG1A Program Type Progression
SAP AG

IHE102

12-19

 Valid-From Date: This is the date as of which the progression is valid for the student
Check- to-date:
date up to which academic work is included in the progression run
defines the academic work which is relevant for progression.
is used by the program when calculating performance indices.
influences the execution category of the program.
is specified in the calculation and stored together with the progression result.
Note: Often, the check-to date is the last day of the previous session and the valid-from date is
the first day of the next session.
(Internal) Check-From Date: The SAP system uses an internal check-from date. The check-from date
is the day after the check-to date of the last progression run.
Check Period: The period between the check-from date and the check-to date. The SAP system
includes all the academic work objects whose valid-from date is within the check period in the
progression run.
Note that some Universities determine progress in certain progression categories for shorter time
periods while others store progression results only if a specific prerequisite is fulfilled (for example,
completion of at least 12 credits). Student Lifecycle Management enables you to map both of these
scenarios in the system.

SAP AG

IHE102

12-20

 Usage lists are generated either manually using transaction pp01 (which is not the usual case) or
automatically during the module booking process: based the selected program in module booking
(booking context) and the program type assignment of the module.
For each item on the usage list, the system stores:
Program type
Activity, user, date
Progression category assignment: flag which includes or excludes a booking in or from a
progression category
Valid-from date: key date as of which the module booking is to be included in progression
An academic work object is included in program type progression if the following conditions apply:
The academic work object is assigned to the program type
The relevant progression categories are active (flagged)
The valid-from date of the module booking is before or identical to the check-to date (and is after
the internal check-from date)

SAP AG

IHE102

12-21

 When you have identified the figures to calculate in order to perform a progression evaluation, you
build them in the system using the performance indices function. With these tools, you can build
calculation rules upon credits, grades, number of modules, etc. This allows you to calculate GPA,
total credits, semester credits, etc. You can define performance indices for each progression category
(IMG: Student Lifecycle Management Master Data o Academic Performance Indices)
After this, the performance indices are attached to a calculation point for each category of program
type progression (PRG 1 5). Each time the SAP system reaches one of the calculation points
defined for progression, it starts the performance index calculation assigned to the calculation point
and transfers a specific set of academic work objects. These are the module bookings with the
appropriate module usage.
Furthermore, you use the VSR tool (Validation, Substitution and rules) for implementing your
program type progression process:
Universitys program type progression regulations need to be mapped in the VSR rules. This is
done by creating a rule container and linking this rule container to non-academic callup point
0053.
In the IMG section Student Lifecycle Management Processes o General Settings o Rules, you
create substitutions in the VSR rules and assign them to callup point 0053 (progression). This
allows the system to automatically update students progression categories depending on the
result of the performance indices (e.g. GPA = 2.0 => academic standing is set to good
standing)
For more information, please see the chapter about General concepts.
Note the difference between performance indices (as described above) and performance
indicators used for the calculation of GPAs etc. within the external transcript of a student.

SAP AG

IHE102

12-22

 Callup point 0053 is used to perform checks for automatic determination of the progression category.
The system first calls the hold manager. If a program type progression hold is set, processing is
terminated.
For each progression category, the system calls a calculation point for the performance indices. It
transfers the list of module bookings (determined from the usage list and check-to date). Then it
calculates the performance indices.
The system calls the (VSR) rule machine. The rules can use the performance indices (e. g.
overall GPA >= 2.0).
If a rule is successfully checked, the system sets the result (progression category value and result
status) with a substitution in VSR.
Note: The rules are called only once per student. Substitutions are called sequentially for all program
types and progression categories. There is only one callup point for program type progression.
The rule machine returns the result and the result is stored for the student.
When program type progression has been determined, the system calls the hold manager. A hold
or status can be set according to the progression result.

SAP AG

IHE102

12-23


Implementation Steps:
1.) Definition of program types and assigned progression categories
2. Definition of values for the various categories
3.) Build performance indices:
Calculation algorithm (e.g. grade average, number of earned credits)
Filter (e.g. sessional, resident, ...)
Assign them to the calculation points for each category
4.) Build progression rules in VSR
Prerequisite + substitution to set the result for each progression category; e.g. Earned credits
greater than 72 => Progress Classification = Senior
5.) Implement rules for module usage (if other than standard)
6.) Define schedule for progression runs

SAP AG

IHE102

12-24

 You can calculate progression results automatically using report program

RHIQ_PROG_GR_PROGRESSION. You can run the program in the dialog mode using transaction
3,4352**56$3PHQX6WXGHQW/LIHF\FOH0DQDJHPHQW7HDFKLQJDQG([DPLQDWLRQ
Program Type Progression) or in a batch job.
To select the students for the report, use a selection method and variant. The system selects the
students by study or program.
Enter the program type(s), valid-from date and check-to date.
The report program offers six execution types:
Initialize: No progression results are available for the program type or student
New: No progression results are available for the check-to date => new result
Repeat: Progression results are available for the check-to date => the system repeats (redoes)
the existing calculation (only last progression result)
Automatic: The system determines the execution type for each student or program type
automatically
Manual: New progression value is entered manually
Reset: The system resets all program type progression results whose check periods overlap
with the check-to date or are after the check-to date

SAP AG

IHE102

12-25

 SAP AG

IHE102

12-26

 SAP AG

IHE102

12-27

 SAP AG

IHE102

12-28

 In contrast to program type progression, progression by stage completion focuses on the program of
study and not on the program type. If requirements which a student has to fulfill in order to progress
to the next study level are defined per stage, the progression process is performed by stage
completion. In the above example, audits (stage audit) are embedded in the assessment process to
support the requirements check.
Note: You can select between stage audits which are connected to an assessment process (= process
dependent audit, here: stage audit within a stage completion process) or audits without an assessment
process (= process independent audit). For a streamlined stage audit process, a stage audit should be
linked to assessment processes (assessment processes for stage completion).
For any assessment process there may be two different audits involved: One audit to decide on the
admission rules to the assessment process and one audit checking completion rules to decide if
the assessment process is finished successfully. In Student Lifecycle Management, this is called
process part: admissions audit and process part: completion audit. Both admission audit and
completion audit are two separate steps within the stage completion assessment
Call up points Stage Audit and Admission to stage audit are used depending on the process
step in the assessment process
Audit requirements are attached to the relevant stage by a relationship between rule container (object
type RC) and program of study.
Two callup points allow the attachment of rule containers to stage audits:
Callup point 0061: Stage Audit
Call up point 0071: Admission to stage audit.
This allows to perform two different stage audits for different process parts.
The stage completion process is based on the evaluation of stage results. Is the stage audit result
positive, the stage counts as completed.
SAP AG

IHE102

12-29

 You will open an assessment process for each student who will go through the stage completion
procedure. There is one assessment process per student and stage.
*RWR6$30HQX7HDFKLQJ ([DPLQDWLRQV$FDGHPLF5HFRUG(GLWDVVHVVPHQWSURFHVVHV
To open an assessment process for specific students, you can select them directly or find them
using selection methods. Maintain the necessary selection methods in the selection method group
completion audit to allow the selection of students for the report.
Another option is to use the expected processes function. On the corresponding tab, you find
students who do have a valid registration for the chosen program, stage and academic year, but
do not have an open assessment process for the stage completion assessment yet.
You can open the process automatically triggered by a registration to a program (BAdI)
You can open a stage completion assessment with reference to a scheduled assessment. Then
registration and withdrawal deadlines are stored by the scheduled assessment.
The customer status should be used to manage further steps within the process. After the admissions
audit run has been completed and a result has been returned, you must change the customer
assessment process status accordingly e.g. Audit result = Fulfilled => set customer status
admitted. You do this using the report to change the assessment process status, to be found under
Teaching & ExaminationV$FDGHPLF5HFRUG&KDQJH3URFHVV6WDWXV$GPLVVLRQ
Example: A student is invited to the stage completion process. Admission requirements are
checked (admitted/rejected) before the actual check for completion is performed.
Other customer status examples: Registered for stage, Initial audit submitted,
Afterwards you can start the completion audit run in the same way as the admissions audit run. The
assessment process should be finished now, therefore you have to set a final system process status,
such as completed successfully. Additionally, you can also set a customer status. You do this again
by means of the mass report for status change, but now for the process part completion (Change
Process Status (Completion)).
SAP AG

IHE102

12-30

 The stage completion process requires an explicit registration to the program and re-registration each
academic session (triggered by an application).
Once you have opened the assessment process(es), you can start the first audit: process part
admission to check if the students are eligible for stage completion. You can either do this in a
single student transaction using transaction SE80, BSP application PIQ_AUDIT or use the mass
transaction (see next slides)
Assessment Process Flow:
Students have to apply for stage completion (= open assessment process)
They submit their academic work to be checked (= stage audit for admission to stage completion)
Submitted work is checked against requirements (= stage audit for completion of the stage)
A result, depending on the requirement check, is defined (= e.g. stage completion successfully
finished, assessment process is closed)

SAP AG

IHE102

12-31

 Student Lifecycle Management provides several mass activities to support background mass
processing of audits and assessment processes.
1) Admissions Audit Run for Stage Completion
Based on submitted audit forms (courses assigned to requirements) the system checks in this
mass activity whether a student has fulfilled the defined requirements for being admitted to the
stage completion process.
The report calculates the key figures for the admission audit, it does not change the assessment
process records. Result of the audit is fulfilled or failed. The assessment process status has to
be updated with a second mass activity.
Mass report for process-GHSHQGHQWDXGLWUXQVLQWKH6$30HQX7HDFKLQJ ([DPLQDWLRQV
$FDGHPLF5HFRUG$XGLWSURFHVV-dependent).
2) Update Status after Admission Audit Run
Based on an admission audit run the customer status of the stage assessment process is set
according to the result of the run. In this activity, you are not able to change the system status.
3) Stage Completion final Audit Run for completion
As for the admission audit run for the final audit run within a completion a mass activity is
provided.
4) Update Status of the Stage Completion after Final Completion Audit Run
As for the update of the status after the admission audit run a mass activity is provided to update
the status of a stage completion assessment process after a final audit run. In this activity, you are
able to change system and customer status.

SAP AG

IHE102

12-32

 Start audit run:

Use the transaction for process-dependent audits (mass report) to start a mass run for stage
completion or run single audit run (BSP Application)
Before you can execute the audit, you have to create the requirement profile first. It collects all
requirements which are applicable for this student.
For profile generation, the parameter value (to distinguish between e.g. stage 1 requirements and
stage 2 requirement) and process part (admission to the process or completion of it) have to be
considered. This is true for the requirement pattern definition as well as for the derivation of the
concrete requirements and subrequirements.
Or use a requirement profile template from which the individual requirement profiles are built. In
this case, make sure that you flag the program of study to use requirement profile templates. You can
create templates per program of study, requirement catalog, catalog version and audit type.
The Requirement Profile for the student is generated stage dependent, e.g.:
Assume in stage 1 only basic modules have to be completed by the student. In that case the
requirement pattern for stage consists of university requirements only.
Beginning with stage 2, the student has to choose a specialization. Thus requirements to
complete the stage also depend on specific rules of the chosen specializations.
The overall requirement pattern therefore consists of at least two elements: university
requirements and specialization requirements.
You maintain the stage for the requirement pattern in the IMG for Student Lifecycle
Management Processes in Student Lifecycle Management Audits Requirement Catalogs
Assign Requirement Patterns to Requirement Catalogs
If you repeat the audit and use the check audit function, the indices are recalculated and the system
checks whether the audit run result will be changed in the order of the different indices. Most audit
rules are based on performance indices, such as GPA, earned credits, etc. If you rerun an audit, the
student might have added more module bookings or completed modules.

SAP AG

IHE102

12-33

 In addition to the information stored on the assessment process in some cases for a completion of a
stage you need to track additional information, such as:
When was the result of the completion of the stage officially established?
What was the overall result of the stage which is taken into account for follow up processes?
Who is accountable for the final result of the stage?
Was the stage completed with a certain distinction?
In these cases after the successful completion of a stage a qualification should be assigned to the
student and the information is stored together with the qualification.

SAP AG

IHE102

12-34

 You have to create an internal qualification for each stage for which a stage completion is required.
The qualifications must be related to the program and the stages.
The qualification which corresponds to the stage will be derived for the conferment of qualifications
after stage completion. The degree type of the qualification has to have usage attribute Stage
Completion (see next slide). If several qualifications are derived a popup asking to choose a
qualification appears.
The conferment of the stage qualifications is done in the student file tab qualifications: create
button -> confer qualification for stage completion.
An RFC interface is delivered which can also be used by reports. A report could be created by
customers conferring qualifications automatically as follow-up activity of stage completion. Stage
qualifications can be derived if they are maintained in the academic structure.
Grade and academic honor are defaulted if you e.g. calculate a stage percentage within stage audit
runs. This percentage is used as grade when a qualification is conferred. Moreover the stage
percentage is used to determine Academic Honors.
Information for stage completion process that is kept as additional data on the relationship ST-CQ:
Stage
not completed flag:
I = pursue: means the student is in the process of achieving the qualification (used for the
graduation process)
F = Failed: you can also maintain the qualification for the student even if the grade is a fail. It
can be useful to manage several attempts of the student to achieve the qualification
space = achieved

SAP AG

IHE102

12-35

 You have to maintain the usage in Customizing for degree types. Depending on the usage, the
qualification is used for the graduation process, stage completion or simple conferment of
qualifications.

SAP AG

IHE102

12-36

 SAP AG

IHE102

12-37

 SAP AG

IHE102

12-38

 SAP AG

IHE102

13-1

 SAP AG

IHE102

13-2

 SAP AG

IHE102

13-3

 SAP AG

IHE102

13-4

 SAP AG

IHE102

13-5

 The graduation function in Student Lifecycle Management seamlessly integrates the complete
graduation process. Users can access one framework where they have all required functionalities
available: Conferment of qualifications, assessment processes, and audits.
Different parts of the graduation process are supported: Student withdrawal, registration, rejection
and completion. Related processes like repetition of graduation, deregistration and the graduation
ceremony are supported as well.
Requirements for graduation are checked with the audit functionality. A student or advisor can use
simulation audit runs to find out whether a student is able to graduate. Outstanding courses which are
required for graduation can be determined.
Attributes like diploma names, academic honours and qualifying work can be maintained.

SAP AG

IHE102

13-6

 The technical solution to support graduation as a streamlined process is to link several functions
together and to ensure that relevant data will be available throughout the process:
The assessment process function tracks graduation as process, collects process data and manages
the admission and registration to the process. The assessment process status contains the
information on the students status within the graduation process (opened = process is not
finished, graduated = student has successfully completed the graduation process, etc.)
The degree audit function is used if you want the system to do an automatic degree audit. The
result of the audit influences the assessment process status.

SAP AG

IHE102

13-7

 The graduation process consists of two parts:

1) Assessment process program completion
2) Confer qualification
The assessment process program completion can include two different audit steps:
Admissions audit to check whether the student is allowed to be admitted to the graduation
process.
Completion audit which checks the final degree requirements. This is also called degree audit.
You can include degree audit within an assessment process program completion which allows you
to manage the whole process of graduation, including an application and checking admissions
requirements.
For graduation, assessment processes for audit type 1000 (degree audit) are used.
The confer qualification function will be run after the program completion has been finished and a
final status has been set. This is done automatically.

SAP AG

IHE102

13-8

 Qualification object type CQ is used as degree. This is conferred to the student within student file by
creating a relationship between student and qualification.
When you register a student for graduation, the system creates a relationship between the student and
the respective qualification. Qualifications which have not been definitively conferred are flagged as
are being pursued on the not completed flag. This enables you to create and edit all conferment
data before you actually confer the qualification. Qualifications of this type are also displayed in the
student file on the qualifications tab page. However, these qualifications can only be changed in the
graduation application.
Process to run the assessment process for a student:
Register one or more student on the assessment / scheduled assessment via the transaction Edit
graduation per program (PIQGRAD) create graduation record. You can use a selection
method to e.g. get the list of all registered students for a certain year. Within this transaction, the
button Create Graduation Record is available.
The result of the qualification (which depends on the status of the assessment process) is stored
in the system: this can be a pass in case the assessment process has been completed
successfully. In this case, the qualification has been conferred. It can also be a fail. In this case,
the relationship between student and qualification is still kept, but the not completed flag
shows an F for failed.
The start date of relationship is interpreted as Valid from date of the qualification conferment.
The end date of relationship is usually high date 12/31/9999.

SAP AG

IHE102

13-9

 Grade a reference to the appraisal where the grade is maintained is stored

Academic honor: depending on the grade, a distinct academic honor can be awarded
Additional data for qualification work can include: Diploma name, title of qualification work etc. if
qualification refers to such kind of work
Functions + assigned persons refer to awarding bodies and activities a responsible person / body is
performing (awarding bodies = e.g. conferring institution; activity a responsible person / body is
performing = e.g. confer degree, functions + assigned persons, e.g. Supervisor = Mr. X, Graduation
officer Mr. Y
You need the functions for qualification conferment to map them in the system. This function must
be assigned the confer qualification activity (CQ01) and one or more allowed object types in
Customizing for Student Lifecycle Management. When you create a conferment, you can only assign
objects which belong to these object types to the functions.
Note: Customizing settings must be maintained for:
Awarding bodies: Define functions for awarding bodies, Assign relevant activities, Define
allowed object type per function (= object type of the awarding body)
Qualifications Academic scales

SAP AG

IHE102

13-10

 When conferring the qualification within the graduation process (transaction for graduation), you can
maintain detailed data about the graduation ceremony on the graduation ceremony tab.
The data about graduation ceremony is stored as infotype data in the study object (object type CS).

SAP AG

IHE102

13-11

 The graduation function is the point of entry for the graduation process. (From the SAP Menu
choose Student Lifecycle Management o Teaching &Examinations o Graduation o Edit
Graduation per Program OR Edit Graduation per Student.
To start the graduation process, an assessment process is opened for each student you want to
graduate.
Within the assessment process, degree audits can be linked in order to check the graduation
requirements against the students academic work.
Depending of the degree audit result, the assessment process status is determined and set. The final
status of the assessment process is either a completed successfully or completed unsuccessfully.
Now, the qualification is conferred to the student, and the result (which depends on the status of the
assessment process) is stored in the system.
In the student file, you can always track the graduation process. Any degree the student is about to
pursue is defaulted from the assessment process for graduation. Thus, an advisor gets a complete
overview of all qualifications achieved by the student, or qualifications which the student currently
intends to achieve or has already failed to achieve.

SAP AG

IHE102

13-12

 Preparation: (Please maintain the customizing settings for all three areas)
1) Set up an internal qualification (CQ) reflecting the degree of the program of study,
Use the transaction for maintaining the program catalog from the SAP menu choose Student
Lifecycle Management o Academic Structure (Curriculum) o Study Planning o Internal
Qualification.
2) Create an assessment for graduation and link it with the program of study; from the SAP menu
choose Student Lifecycle Management o Teaching & Examinations o Academic Record o Edit
assessments. Optionally, you can schedule a graduation exam.
3) Set up a degree audit; from the SAP menu choose Student Lifecycle Management o Academic
structure o Requirement Catalogs.
4) Make the settings for graduation in Customizing for Student Lifecycle Management under
Student Lifecycle Management Processes o Academic Records o Graduation.
Note: In order to be able to use all graduation functions, the following settings are required in
addition to the customizing settings for graduation:
Maintain grading scales in Customizing for Student Lifecycle Management under Student Lifecycle
Management Master Data o Academic Scales.
Define the required grade calculation methods in Student Lifecycle Management Master Data o
Qualifications o Grade Calculation Methods.

SAP AG

IHE102

13-13

 Register students for graduation; from the SAP menu choose Student Lifecycle Managemento
Teaching &Examinations o Graduation o Edit Graduation per Program. Once you have registered
the students, you can maintain graduation details using the Edit Graduation per Student transaction.
Note: You cannot create registrations for assessments with audit type graduation in the Edit
Assessment Process transaction. These registrations must be created in the graduation process!
The system opens an assessment process for each registered student and the relationship between
student and qualification is created with status pursues. The graduation process can be tracked using
the graduation transaction.
Perform degree audit (optional; you can also enter the result of the graduation process manually):
Use process-dependent audits for graduation (either as mass report: SAP menu o Teaching &
Examinationso Academic Record o Audit (process-dependent) or as single student processing:
transaction SE80, BSP application PIQ_AUDIT) (see below).
Complete, withdraw or deny the graduation process for students:
Enter graduation details (grade, customer status, responsible bodies, graduation ceremony)
Set final assessment process status (graduated, withdrawn, denied, canceled) either manually or
using mass report by choosing Teaching & Examinations o Academic Record o Change
Process Status (Completion).
Degree (qualification) is transferred automatically as a result of graduation process. Note:
Degrees cannot be conferred directly (by means of the student file) if a graduation process exists!
Degrees can only be conferred if the assessment process has the final status completed
successfully. Display qualifications by means of the student file.

SAP AG

IHE102

13-14

 For mass processing within the program completion process, you can use the same reports as for
stage completion:
1) Admission Audit Run for Stage and Program Completion
The system checks whether a student has fulfilled the defined requirements for being
admitted to the stage or program completion.
2) Update Status after Admissions Audit Run
Based on an admission audit run the status of the program or stage assessment process is set
according to the result of the run.
3) Program and Stage Final Completion Audit Run
As for the admission audit run for the final audit run within a completion a mass activity is
provided.
4) Update Status of the Program or Stage Completion after Final Completion Audit Run
Similar to the update of the status after the admission audit run, a mass activity is provided to
update the status of a program or stage completion assessment process after a final audit run.

SAP AG

IHE102

13-15

 On the Qualifications tab page, the SAP system lists the qualifications that were conferred on and
transferred to the student, as well as the qualifications which the student failed to achieve or is in the
process of achieving.
The system writes an activity document each time a qualification is conferred, changed or deleted.
These activity documents help you keep track of the qualification conferment process.
Four different activities are provided for graduation:
CQ01: Confer qualification
CQ02: Change conferred qualification
CQ03: Delete conferred qualification
CQ04: Display conferred qualification (no activity document is written)
The assessment process status (system and customer status) provides information about the status of
the graduation process.
The system creates a graduation status, such as graduation candidate, graduation withdrawn,
graduation denied and graduated, which is stored as infotype data in the study object (object type
CS). If the student is a graduation candidate, this can be shown in the student header data.

SAP AG

IHE102

13-16

 SAP AG

IHE102

13-17

 SAP AG

IHE102

13-18

 Qualifications are objects from type CQ. There is a difference between internal qualifications (CQ)
and external qualifications (EQ) which are used for external transcripts to map qualifications
transferred by other institutions.
Qualifications are maintained within the academic structure and attached to programs of study. They
can be used to map
Degrees for a program or program type
Stage qualifications
Other qualifications
You can either use qualifications as prerequisites to an object within the academic structure, or use
the qualification as the result of the program, module, etc. In the latter case, you attach it using
relationship imparts to the object in question.
To create an internal qualification or to change its attributes, from the SAP menu choose Student
Lifecycle Management o Academic Structure (Curriculum) o Study Planning o Internal
Qualification.

SAP AG

IHE102

13-19

 You can define internal qualification attributes which are offered as input help when you create an
internal qualification in IMG for Student Lifecycle Management Master Data o Qualifications.
You can set up qualification groups by combining different sets of internal and external
qualifications. For example, you may combine the internal qualification Bachelor of Science and
Master of Business Administration in the qualification group Academic Degrees. Diplomas and
certificates are other examples of qualification groups.
A qualification group can be used to define rules. For example, you can specify program
requirements using a qualification group - Applicants must have a high school diploma.
The qualification discipline describes the field of study in which the internal or external qualification
was acquired. The qualification discipline table refers to the same table as the disciplines for other
academic objects.
The degree type defines the type of diploma awarded by your or external institutions. The degree
type links a degree with a degree level. Possible degree types are Bachelor, Master, PhD, Associate,
high school diploma.
The degree level indicates the standing of a degree offered by your institution and external
institutions (high school, college, university). Possible degree levels are undergraduate, graduate,
high school, college, etc. You must assign a degree level to each degree type.
Related process: You can use the degree level and degree type to define rules, e.g., you can specify
program requirements using the degree level and degree type Master students must have an
undergraduate degree.
You can select a predefined scale to rate the qualification.

SAP AG

IHE102

13-20

 SAP AG

IHE102

13-21

 You can also confer a qualification (outside of the graduation process) for example for:
The successful completion of a module (=> attach qualification to module as imparts)
The successful completion of a stage (=> see stage completion process)
Other acquired competencies, which may be related to a certain program or without program
reference

SAP AG

IHE102

13-22

 In order to confer a qualification

Go to the student file (PIQST00) Qualifications tab page
Create a qualification conferment:
Enter details
Enter a comment and a comment or note if required
Enter functions
Save
External qualifications:
You can transfer an external qualification. This is done in the equivalency determination
process.
These qualifications are indicated by the transferred flag.
In the student file, you can change conferred qualifications but not transferred qualifications.
There are further qualifications which are stored when a qualification is conferred to a student.
This information is stored as additional data on the relationship
Transfer flag: If a qualification has been transferred from external institutions
Conditional booking flag: See next slide
Stage: If the qualification refers to a stage (e.g. for stage completion)
Data file export for 'Diplomas on Demand:
Program RHIQ_DIPLOMA_EXTRACT is provided to export conferred qualification data in a
format that is compatible with the Diplomas on Demand software offered by SCRIP-SAFE
International.
Customizing path in IMG Student Lifecycle Management Master Data Qualifications
HyperLink: SIMG.CM_XX_QUAL01 Function for Conferring Institution

SAP AG

IHE102

13-23

 Prerequisites (e.g. qualifications) which are defined by means of relationship 529 (needs
prerequisite/is prerequisite of) or 533 (is corequisite of) contain a conditional booking option. This
option enables you to book modules conditionally.
In cases where a prerequisite or corequisite is open (unfulfilled) when a module is booked, the
module can be booked conditionally by setting the conditional booking indicator.
Effects on qualification conferment:
To confer a qualification conditionally, maintain the conditional booking flag and set it to
manual conditional booking on the additional data of the qualification conferment screen.
The system handles this qualification then as an open prerequisite for module booking. You can
allow conditional bookings for open prerequisites. Then you can make a module booking even if
the specific prerequisite is not fulfilled.
When you set a condition for qualification conferment manually, the system automatically
sets a condition for module booking if this qualification is the prerequisite for a conditional
booking. In this case, the conditional booking indicator must be set for relationship 529
between the qualification and module.
When you finally confer the qualification, you must remove the manually set condition by
changing the value to no pending prerequisite and thus enable the system to execute module
booking unconditionally.

SAP AG

IHE102

13-24

 SAP AG

IHE102

13-25

 This chapter provides an overview on this subject. You find details about the Graduation Application
Self Service in the relevant cookbook which is available on the Business Process Platform (BPX)
https://www.sdn.sap.com/irj/bpx/highered Student Lifecycle Management Best Practices,
Implementation Guidelines and Tutorials Graduation Cookbook.

SAP AG

IHE102

13-26

 Web Dynpro Application: PIQ_GRADUATION_REQUEST

To activate Web Dybpro applications, use transaction SICF and execute the report. Navigate to
the service via the following menu path: Default/host Sap BC Webdynpro Sap
Service (ex: piq_st_cos, Change of Specialization)
Right click on the name of the service and select Activate Service.
This menu also includes the option to test a service. Before portal iViews/roles are created, use
this option or transaction se80 to test the Web Dynpro applications.

SAP AG

IHE102

13-27

 Go to Processes in Student Lifecycle Management Academic Records Graduation

Application for Graduation Set Configuration and Configuration Requests
In order to utilize the Configuration Types, you must have activated the associated BADi
implementations. Refer to the Graduation Cookbook for further details.
All active configuration types will be automatically combined with the AND operator. If you do
not need certain criteria, do not activate those configuration types.
Enter Configuration Parameters for each active Configuration Type, e.g. Configuration Type AGD,
the following parameter is needed: OFFSET_DAYS If a students recorded Anticipated
Graduation Date is within this number of days, then the criteria is passed/true.
The Badi implementation for Audit Results is NOT supported for use with this self-service!
To define fee mode for Graduation Request go to the IMG of SLCM:
- Processes in Student Lifecycle Management Academic Records Graduation
Application for Graduation Define Fee Mode for Graduation Request
- This configuration is necessary if the student is to be charged only one fee per session, regardless
of the number of Programs of Study. If a separate fee must be assessed for each Program of
Study, leave this entry blank. Note: In either case, separate fees will be charged if the student
applies for graduation for programs of different Program Types (e.g. Undergraduate and
Graduate), even if both are for the same academic session.
To define attributes for individual fees go to the IMG of SLCM:
- Student Accounting Fees Other Fees Define Attributes for Individual Fees.
- Create a four-character abbreviation (such as GRAD) and enter the accounting information
(such as Main/Sub transaction) needed to post this fee to the students account.
To derive fee type for graduation requests go to the IMG of SLCM:
- Processes in Student Lifecycle Management Academic Records Graduation Application
for Graduation Define Fee Type for Graduation Requests.
- Use Goto Select Keys... To enable the Program Type and Program ID fields for derivation.
SAP AG

IHE102

13-28

 SAP AG

IHE102

13-29

 SAP AG

IHE102

13-30

Exercise
Unit: 13. Graduation

At the conclusion of this exercise, you will be able to:

Create an assessment process for a Program of Study

Confer the qualification for a Program of Study

A member of the office of the provost prepares the graduation process.

Later on a Graduation Officer edits the graduation for a student for a
certain Program of Study.

The staff member of the office of the provost has to prepare the graduation process. Hence the staff
member is creating an assessment for the specified program of study and is also scheduling the
assessment.
13.1

a) Preparation
Create an Assessment for your Program BA_HIST_GXX
SAP Menu

Student Lifecycle Management>Teaching and

Examination>Academic Records>Edit Assessment

Tab

Field

Value

Object Type

Program of Study

Object Name

Select your Program: BA_HIST

_GXX

Abbreviation

BA_GRAD GXX

Name

BA Graduation Group XX

Requirement Catalog

Group00-BA Arts in History

Click on [Create]

Assessment

SAP AG

IHE102

13-31

Category

Audit Type

Graduation

Assessment Category

Program Completion

Click on [Save] to complete.

Offer the Assessment for the current and next Academic Sessions
Optional:
Click on the Icon [Create Scheduled Assessment]
Complete the necessary Periods/Deadlines and [Save].
13.2
The graduation officer is maintaining the graduation for a certain student. The officer creates
the graduation record. With this step the student is registered for graduation. It is necessary that
the officer creates a requirement profile with assignment to the graduation process. Based on
this process dependent requirememt profile the offiner has to run the audit to check status of
program completion.
a) Create graduation record
Menu Path: Student Lifecycle Management Teaching and Examination
Graduation Edit Graduation per Student (Transaction: PIQGRADST)
Select your student you used in previous exercises.
Click on icon [Register for Graduation]
Select the current Academic Year and Session and click [Save]
Select Graduation record and click [change graduation]
Check tab [Assessment] and check if [Completion Run] of Audit Result is marked.
Exit graduation record.
Note: Symbol for Completion Run on tab [Assessment] is marked if an process dependend
audit run has been assigned to this graduation. It is marked red in case overall result has not
been fulfilled and green in case overall result is fulfilled.

SAP AG

IHE102

13-32

b) Create process dependent requirment profile

y

Launch Web Dynpro Application PIQ_AUDIT_PROFILE_MAINT_GAF

Select your student by using the Search Function or by entering wild card.

Choose the student and click on [Start]

Check that the defaulted information is correct, select audit type graduation and click
on [Next]

Create a new requirement profile and save the profile

Click on the button [Next] to navigate to the next step in the Roadmap and assign your
graduation assessment to it.

Select the Graduation Assessment and click on the button [Assign].

Click on [Exit to Main Roadmap] and close the Application.

c) Run Degree Audit and release audit run

Launch application for audit run for which you have created a favorite short cut in previous
exercise.
Create Audit Run for your assessment process
Execute audit run and make sure program requirements have been fulfilled. If [Completion
Run] of Audit Result was not marked release audit run again.
d) Confer Qualification
Menu Path: Student Lifecycle Management Teaching and Examination
Graduation Edit Graduation per Student (Transaction: PIQGRADST)
Select your student and mark graduation record. Click on [Change Graduation].
Go to tab [Assessment] and make sure [Completion Run] of Audit Result is marked green.
Change system status to [Completed Successfully] and click [confirm graduation
completion]. Next pop up window click [no] as customer status is not necessary to be
maintained.
Click [Back] to complete graduation.
e) Check Qualification
Navigate to the Student File and select the tab Qualifications
Check the qualification you just have maintained.

SAP AG

IHE102

13-33

 SAP AG

IHE102

13-34

Solution
Unit:

13. Graduation

Solution to Exercise 13.1 (a)

Create an assessment to your program BA History

Student Lifecycle Management>Teaching and Examination>Academic Records>Edit

Assessment

Select object type program of study and your program BA_HIST_GXX

Click [create assessment]

Assessment

Requirement Catalog

Group00-BA Arts in History

Category

Audit Type

Graduation

Assessment Category

Program Completion

.
Offer the Assessment for the current and next Academic Sessions
Optional:
Click on the Icon [Create Scheduled Assessment]
Complete the necessary Periods/Deadlines and [Save].

Abbreviation: BA_GRAD GXX

Name: BA Graduation Group XX

Assessment Category:

Requirement Catalog: Group00-BA Arts in History

Audit Type: Graduation

Assessment Category: Program Completion

Click on [Save] to complete

SAP AG

IHE102

13-35

Optional:

Click on the Icon [Create Scheduled Assessment]

Complete the necessary Periods/Deadlines and [Save].

Solution to exercise 13.2(a)

SAP Menu Student Lifecycle Management Teaching and Examination Graduation

Edit Graduation per Student.

Student: Student Name

Click on [Enter].

Click on [Register for Graduation]

Select Programm of Study BA_HIST_GXX

Select the current Academic Year and Session

Select the Assessment scheduled in the previous exercise and click [Save] (If you have not
created scheduled assessment, continue without scheduled assessment)

Select created Graduation record and click [change graduation]

Check tab [Assessment] and check if [Completion Run] of Audit Result is marked. It
should not be marked as no audit run has been assigned and also not released.

Click [Back] to complete.

Solution to Exercise 13.2 (b)

Launch Web Dynpro Application PIQ_AUDIT_PROFILE_MAINT_GAF

Select your student by using the Search Function or by entering wild card.

Choose the student and click on [Start]

Check that the defaulted information is correct, select audit type graduation and click on
[Next]

Create a new requirement profile and click [save profile]

Click on the button [Next] to navigate to the next step in the Roadmap and assign your
graduation assessment to it.

Select the Graduation Assessment and click on the button [Assign].

Click on [Exit to Main Roadmap] and close the Application.

SAP AG

IHE102

13-36

Solution to exercise 13.2(c)

Double-click on the shortcut to launch the Application [PIQ_AUDITS_GAF].

Use the Search Function to select your student and click on [Start]

Check that the defaulted information is correct, select audit type graduation and click on
[Next]

Select process dependent audit result (profile with assignment to assessment and process)
and click [create audit run]

Inspect your audit results and make sure overall requirement is fulfilled

Release your audit results and exit the application

Solution to Exercise 13.2(d)

Menu Path: >Student Lifecycle Management>Teaching and Examination>Graduation

>Edit Graduation per Student (Transaction: PIQGRADST)

Select your student and mark graduation record. Click on [Change Graduation].

Go to tab [Assessment] and make sure [Completion Run] of Audit Result is marked green.
If completion run is not marked green your student has not fullfilled overall requirement
and audit run has not been released. However you can continue with next steps in exercise.

Change system status to [Completed Successfully] and click [confirm graduation

completion]. Next pop up window click [no] as customer status is not necessary to be
maintained. The two pop up windows click [Yes]

Exit graduation record by clicking green arrow [back] and exit transaction by clicking
green arrow [back]

Solution to Exercise 13.2 (e)

SAP Menu: Student Lifecycle Management>Student File

Select the tab [Qualifications]

Check the qualification which you just have maintained via the transaction [Edit graduation
per student]

SAP AG

IHE102

13-37

 SAP AG

IHE102

13-38

 SAP AG

IHE102

14-1

 SAP AG

IHE102

14-2

 Please note that details including the customization of Student Accounting are treated in the course
IHE203 Student Accounting. This chapter provides an overview on this topic only.

SAP AG

IHE102

14-3

 SAP AG

IHE102

14-4

 SAP AG

IHE102

14-5

 SAP Business Partner can be represented by a Person or an Organization.

Contract Account: contains financial data (e.g. tuition and accommodation fees)
Contract Object: can be divided into two categories as follows:
Tangible Contract Objects: may include a person, e.g. children, or property, e.g. house.
Intangible Contract Objects: may represent specific fee categories, e.g. Tuition, Housing.
Examples for Contract Object Fee Types are Tuition and Insurance.

SAP AG

IHE102

14-6

 For every Student Business Partner the roles Student and Contract Partner are assigned
automatically.
Every student can have one Student Account. The student is related to the account as student
account holder. You can define a sample Student Account by maintaining automatic derivations in
&XVWRPL]LQJ6WXGHQW/LIHF\FOH0DQDJHPHQW0DVWHU'DWD6WXGHQW6WXGHQWDV&RQWUDFW
Partner.
The number and type of Contract Objects are generated is determined by Customizing. You have to
maintain the Contract Objects in Contract Accounting Customizing and flag them as automatically
created in Student Lifecycle Management Customizing..
Student and Business Partner data have to be mapped so that they can update each other regularly.
You do this in the CustomizinJ6WXGHQW/LIHF\FOH0DQDJHPHQW0DVWHU'DWD6WXGHQW
Student as Business Partner.

SAP AG

IHE102

14-7

 For posting a document a contract account must be assigned to a business partner.

A contract account within IS-PS-CA represents a sub-ledger account and is necessary for open-item
accounting within IS-PS-CA. It is also a unit to group postings for the business partner.
The contract account category determines the following contract account attributes:
Whether you are allowed to assign only one business partner or more than one to a contract
account
Whether you are allowed to assign only one contract or more than one
Whether you are allowed to maintain a contract account online
The number range that is allowed for external or internal number assignment
Whether it is a one-time account
The editing screens or data fields that you can use to edit the contract account.
Cross-partner data: The key under which the contract account is managed in the R/3 system and
under which it may have been managed in an operational system.
You can use the method BAPI_CTRACCOUNT_EASYCREATE to create a contract account
with sample values for external creating of contract account.

SAP AG

IHE102

14-8

 In the Business Data toolset you define the data structure of a contract object type. This is called the
contract object category. In the context of the BDT application object "contract object", the term
"category" is used as a synonym for "business partner role" (BP role).
SAP delivers three contract object categories ("PAAC with access to business partner and contract
account" , "PSOB without access to business partner and contract account", "PSDD only by Student
Lifecycle Management with access to business partner, contract account and due date schedule") .
Contract Accounting data are not compulsory. But NOTE: As soon as postings have been made these
data cannot be changed anymore.

SAP AG

IHE102

14-9

 You can maintain the setting for automatic account update in the IMG using the path: Student
/LIHF\FOH0DQDJHPHQW0DVWHU'DWDLQ6WXGHQW/LIHF\FOH0DQDJHPHQWStudent Contract
$FFRXQW'H$FWLYDWH$XWRPDWLF6WXGHQW$FFRXQW&UHDWLRQDQG8SGDWH
The following tab pages are provided in the students master data for entering student accounting
data:
Fee Calculation Data
Contract Objects
Payment transactions

SAP AG

IHE102

14-10

 SAP AG

IHE102

14-11

 SAP AG

IHE102

14-12

 SAP AG

IHE102

14-13

 SAP AG

IHE102

14-14

 SAP AG

IHE102

14-15

 Student ID: Enter a single student or a range of students. Then the booking data are retrieved:
program of study, modules, etc.
Fee Group: Admission-related or study-related (hard-coded); expected re-registration is studyrelated. The fee calculation process mode is used only to calculate study-related fees. If you
calculate other fees (for example, administration fee) the SAP system ignores the process mode you
specified. This means: At the moment the fee calculation run only calculates and posts study-related
fees. For admission fees you have to use the ISR-related postings.
Process mode: Triggers Data Selection for Study-Related Fee Calculation. You can assign the
VHOHFWLRQLQ&XVWRPL]LQJ,0*)HHV6HW8S)HH&DOFXODWLRn Process Modes for Study-Related
Fees). The SAP system provides three standard data selections as follows:
Registration, re-registration data, or module booking data
Admission data
Expected re-registration data
Date: Derives all time-dependent data. When calculating a fee, the system automatically chooses the
period that is valid on the date of calculation. The calculation period might differ from the duration
of the session. If the system finds more than one active period it will execute and display all
calculations.

SAP AG

IHE102

14-16

 Student Group = Four-character alphanumeric key that defines a student group. For example:
0001 = Regular students
0002 = Exchange students
You enter it in the Student Master Data tab Individual Data
Student Fee Category = up to four characters alphanumeric key that uniquely identifies different fee
types for the students, e.g.
RES = Resident Student
NRES = Nonresident Student
You assign student fee categories to the students in the student master data maintenance tab Fee
Calculation Data. And you maintain the condition records for each student fee category in all pricing
procedures. Then the SAP system can derive the different tuitions or fees for each student according
to the student's fee calculation procedure.
Student Org ID = each student must be assigned directly or indirectly to an organizational unit.
Fee Group = admission-related or study-related (see above)

SAP AG

IHE102

14-17

 In the last step you define exact start and end dates for each period in the IMG, not in the academic
calendar! IMG path: Student Accounting Basic Settings Maintain Fee Calculation Period.
When calculating a fee the system automatically chooses the period that is valid on the date of
calculation. The calculation period might defer from the duration of the session.
If the system finds more than one active period it will execute and display all calculations.

Features inlcuded in the Fee Calculation Process

- Delta posting (Self-correcting program)
- Manual corrections are possible
- FM- and CO-Integration
- Single and mass runs
- Parallel processing with variable package size
- Event-triggered fee calculation is possible
- Flexible due date determination
Fee Calculation can be based on different credit values (rather than just Optimum Credits): IMG:
SLCM Student Accounting

Pricing

Pricing
- 0 = Optimum (from Module data)
- 1 = Minimum (from Module data)
- 2 = Maximum (from Module data)
- 3 = Attempted (from Module Booking)
- 4 = Module Value (from Module data)
Multiple booking statuses can be mapped to a single value for Fee Calculation. This reduces the
number of condition records needed. Example: Map successfully completed and unsuccessfully
completed to booked for pricing purposes
- IMG task: SLCM Student Accounting

icing

Module Booking Statuses for Fee Calculation
SAP AG

IHE102

14-18

 Infotype Fee Distribution is available for the following Objects:

O, SM, SE, SC, CG, and F
The Infotype allows for Tuition Fee Distribution to be defined based upon a Section or Campus,
for example
Tuition Posting by Academic Session
(New Sub-Type provides mapping to an Academic Session).
Individual Fee Calculation results (e.g. amounts calculated for specific modules) can be saved
(Per Item tuition fees)

SAP AG

IHE102

14-19

 A DDS leads to a single due date or a sequence of due dates according to a time limit or time limit
sequence. The due date schedule is used to apportion liabilities and determine when payment is due.
A DDS is a required entry even if you do not want to apportion the liability. In that case, you have to
create a DDS with only one payment date.
DDS is set up in a generic way using TLS and TL which are assigned to actual dates via the
academic calendar can be reused for different periods as long as business rules do not change.
Concept compatible with handling of dates in Student Lifecycle Management TL and TLS can be
used in several processes (e.g. last booking date in booking rules and DDS).

SAP AG

IHE102

14-20

 SAP AG

IHE102

14-21

 SAP AG

IHE102

14-22

 SAP AG

IHE102

14-23

 The fee calculation creates Student Lifecycle Management Fee Calculation Documents in addition to
financial (FI-CA/contract accounting) documents. These Student Lifecycle Management documents
can be used for audits, analysis and invoicing since they contain academic information, i. e. Program
of Study or Modules and relevant Event Package, used in a particular fee calculation run.
The Fee Calculation Document Header (table CMACDB_FEEHD) contains the overall results for all
manual and mass runs. The single fee run for an individual student may include manual adjustments.
The Fee Calculation Document Details are stored in tables:
CMACDB_FEESC, CMACDB_FEESM, CMACDB_FEEFICA, CMACDB_ITEMRES
Note:
A fee calculation run may produce Fee Calculation Documents but not Financial Documents (FICA).
Example: When the delta amount of a fee posting equals 0 then a Fee Calculation Document is
created but no Financial Document is posted. This could happen when a student adds and drops
bookings which do not change the fee amount.
The user must have authorization to create or display Student Lifecycle Management fee calculation
documents. (Authorization object: P_CM_FCDOC)

SAP AG

IHE102

14-24

 The Fee Calculation History uses the Student Lifecycle Management documents to provide an audit
trail of successful fee calculations. A simulation run is a fee calculation run which was not posted,
i.e. no documents have been stored. The collection of stored information allows a detailed analysis
of mass runs. You can access the Fee Calculation History by choosing: SAP MenX6WXGHQW
/LIHF\FOH0DQDJHPHQW6WXGHQW$FFRXQWLQJ)HH&DOFXODWLRQ)HH&DOFXODWLRQ+LVWRU\
For a single student, you can also trigger the Fee Calculation History transaction from the student
file (click on icon to the right of the calculator icon).
Note: Before you can store Student Lifecycle Management Fee Calculation Documents, you need to
VHWXSWKHQHFHVVDU\FRQILJXUDWLRQ,0*6WXGHQW/LIHF\FOH0DQDJHPHQW6WXGHQW$FFRXQWLQJ
)HHV3RVWLQJ
Storing the price per item may be irrelevant for institutions with fee caps. It may also impact
performance. This feature is switched off in the standard delivery.
The condition records are not stored in the Fee Calculation History since they are already available
in the IMG where the information is accessible by date.
Recommendation: Always include the validity dates (start & end dates) when defining condition
records. If the price changes then insert a line with the new price and the appropriate start date.
<RXDFFHVVWKH$SSOLFDWLRQ/RJYLD6$30HQX6WXGHQW/LIHF\FOH0DQDJHPHQW6WXGHQW
$FFRXQWLQJ)HH&DOFXODWLRQ$SSOLFDWLRQ/RJ
The log provides:
quick statistics on the number of students processed in a particular run and the total number of
messages by message status, i.e. errors (red), warnings (yellow), and successes (green).
detailed information by student (filter by message status: select the desired status and deselect the
others)
detailed error message(s) per student (click on ?)
SAP AG

IHE102

14-25

 Selection methods are available for fee related mass processes and standard FI-CA processes.
SAP delivers two selection methods. The variant is always customer-defined. You can also define
additional customer-specific selection methods.
IMG Path: Student LifeF\FOH0DQDJHPHQW6WXGHQW/LIHF\FOH0DQDJHPHQW3URFHVVHV*HQHUDO
6HWWLQJV6HOHFWLRQ0HWKRGV
The selection methods can now be used in FI-CA mass activities as well. SAP delivers group frame
9150 Student Lifecycle Management : General Student Selection. This group frame can be used to
develop customer-specific layouts for the relevant mass process.
,0*6WXGHQW/LIHF\FOH0DQDJHPHQW6WXGHQW$FFRXQWLQJ%DVLF6HWWLQJV8VHRI6HOHFWLRQ
Methods in Mass FI-CA Activities (provides good documentation of required definitions)
,0*)LQDQFLDO$FFRXQWLQJ&RQWUDFW$FFRXQWV5HFHLYDEOHDQG3D\DEOH7HFKQLFDO6HWWLQJV
Define Layouts for Mass Activities

SAP AG

IHE102

14-26

 SAP AG

IHE102

14-27

 SAP AG

IHE102

14-28

 SAP AG

IHE102

14-29

IMG activities are grouped into four categories:

Basic Settings (applies to internally and externally managed grants)
Grant Management with the Student Lifecycle Management System
i.e. grants managed internally in Student Lifecycle Management
Grant Management with External System
i.e. grants managed externally in a 3rd party software package
Posting (applies to internally and externally managed grants)
IMG: Student Lifecycle Management Student Accounting Grants
In Student Accounting you create a student object and a Business Partner object and link the two
together. For sponsor accounting, you link a grant to a sponsor account. However, since contract
accounts or contracts have to belong to at least one Business Partner, you have to create a Business
Partner for every sponsor.
Most sponsors offer just one grant.
Some government agencies may offer multiple aid programs as depicted above
SLCM uses the following terminology in grants and grants evaluation:
Grants (also known as Financial Aid/Sponsoring
Appropriations (to describe grants patterns)
Grant Prerequisite Types
Grant Disbursement Types

SAP AG

IHE102

14-30

 Steps 1 - 3 are necessary for externally and internally managed aid

Step 4:
For internally-managed aid the information required in this step has to be entered manually
For externally-managed aid the interface will update the sponsor tab.
Exclusion of Estimated Aid from Sponsor's Account
Customers can indicate for each grant, whether estimated or anticipated aid postings should appear
on the sponsor's account.

SAP AG

IHE102

14-31

 Grant Types can be used to control the posting of financial documents in contract accounting.
For Grant Status see the following example:
A university defines the following process steps in connection with private sponsors:
To be defined = student told that he will apply for aid
No aid shall be displayed or calculated yet
Expected = student told that he actually applied for aid and for which amount
Aid can be calculated as expected aid and shall be posted as planned document
Confirmed = student said that he got the confirmation from the sponsor (and accepted it)
Aid shall be calculated and disbursement is authorized; open item shall be posted on student
account and on sponsor account
Cancelled = sponsor did not pay/student will not use aid
Postings shall be reversed
Note that for internally managed aid customers can define their own statuses. That might be required
if an institution records e.g. only confirmed financial aid.

SAP AG

IHE102

14-32

 Grants and Grant Evaluation distinguishes between internally and Externally Managed Aid:
Externally-managed aid
The process from application for aid until final disbursement is triggered and controlled with an
external software
The relevant information for posting comes into Student Lifecycle Management through an
interface
In Student Lifecycle Management the incoming information has to be reflected in corresponding
data
Internally-managed aid
The different steps until the disbursement of the aid are managed within Student Lifecycle
Management
No interface is needed
All relevant information is maintained within Student Lifecycle Management
Default Grant Details
When the user assigns internal grants to a student on the student master data screen, the default
values for the grant details are automatically copied when the Detail Grant Assignment button is
chosen.
The user can change the default values.
Default conditions can be assigned to internal grants as well.

SAP AG

IHE102

14-33

 SAP AG

IHE102

14-34

 SAP AG

IHE102

14-35

 SAP AG

IHE102

14-36

 Financial Holds
Setting is integrated into dunning runs
A financial hold can be removed manually by an authorized user, automatically by doing a
payment or if the dunning run which set the hold is canceled
Request
Inbound correspondence (request) represents a business partners obligation to file a written
item, such as a letter, application, statement, declaration, tax return, confirmation. The
correspondence request is generated based on the rule stored in the contract object.
Dunning
A business partner (student, sponsor, etc.) is dunned for overdue receivables (tuition fees, library
fines, parking tickets) or/and additional receivables (service charges, interest). A dunning
procedure determines the conditions and actions related to the dunning.
Payment
The following incoming payments are initiated by the customer: Cash, Check, payment card,
bank transfer, Payment Forms and open items are invoiced and dunned.
Clearing
In clearing the amount due equals the amount paid
Rules for clearing are customized as clearing variant. The clearing variant is either assigned to a
contract account or the system derives it from hard-coded clearing types.

SAP AG

IHE102

14-37

 SAP AG

IHE102

14-38

Exercises
Unit: 14. Student Accounting

At the conclusion of this exercise, you will be able to:

Prepare Master Data with required information for the fee calculation
process

Execute the fee calculation

A staff member in the Student Finances Office maintains student financials data.

Process a fee calculation for one of your students and analyze the fee calculation results. Complete
the following steps prior to running the fee calculation:
Master Data Preparation
Navigate to the Student Master Data, select the tab [Fee Calculation]. Using the drop-down list,
select the Fee Category: STDT and [Save].
Ensure that your student is booked on a Module for the current Academic Session.
Fee Calculation
Navigate to the Student File and click on the Icon [Fee Calculation].
Field
Fee Calculation Date
Period Key
Post Directly
Display Results Before
Posting
Display Detail Log

Value
Ensure that the date is within the current Academic
Session
Select from the drop-down list
Leave Blank
Accept Default
As Above

Select the [Execute] Icon to proceed. An overview of the fee is presented.

Click on the Icon [Fee Analysis] to view details of the calculation procedure. Double-click on the
Calculation Object to view the items used to calculate the fees. Double-click once more to see the
details of the condition record.
Navigate back to the overview screen and click on [Save] to post the fee results. A posting
document will be generated
Return to the Student File and select the Icon [Account Balance] to view the results of the Fee
Calculation in the Students account.

SAP AG

IHE102

14-39

 SAP AG

IHE102

14-40

Solution
Unit:

14. Student Accounting

Solution to Question 13 (a)

Master Data Preparation
SAP Menu>Student Lifecycle Management>Student Administration>Master Data>Change
Select the tab [Fee Calculation]. Click on the field Fee Category, select STDT and
[Save]
(Note: ensure that the student is booked to a Module for the current Academic Year and
Session)

SAP AG

IHE102

14-41

Fee Calculation
SAP Menu>Student Lifecycle Management>Student File
Select your student and click on the Icon [Fee Calculation]
 Fee Calculation Date: Enter a date within the current Academic Session
 Period Key: Select the key for the current Academic Session from the drop-down list.
 Accept all other defaults on the screen and click on [Execute].
The Overview screen will be presented with the fee result.
Click on the Icon [Fee Analysis] to view details of the fee calculation.
Double-click on the calculation object Module to see the items used to calculate the fees.
Double-click on the Pricing Procedure to view details of the Condition Record.
Navigate back to the overview screen by clicking on the Green Arrow twice
Click on [Save] to post the fee results.
The Fee Calculation log will be displayed with green traffic lights to indicate that the
posting has been successful.
Click on the Green Arrow (twice) to navigate back to the Student File. Select the Icon
[Account Balance] to view the results of the Fee Calculation in the Students account.

SAP AG

IHE102

14-42

 SAP AG

IHE102

15-1

 SAP AG

IHE102

15-2

 SAP AG

IHE102

15-3

 SAP AG

IHE102

15-4

 The Advisor Work Center includes the following features:

Service Links
Collaboration
Work List
Quick Search
The purpose of the Student Info Center is to
Identify the student
View the information needed for advising, e.g. academic record
Modify necessary information, e.g. set or remove holds
Start related services, e. g, propose modules for course booking
Advisors can give proposals for module booking with the help of the application service Module
Plan.
For view the Implementation Cookbook for the Academic Advisor User Interface please go to the
BPX for HER at: https://www.sdn.sap.com/irj/sdn/bpx-highered

SAP AG

IHE102

15-5

 Features of the Booking Plan Degree Audit:

Audit page displays audit check results, which indicate whether a student has fulfilled
requirements of a program of study
Detail information on an audit check is available

SAP AG

IHE102

15-6

 New course request Web Dynpro: PIQ_COURSEREQUEST and workflow template CRG_Approval
(29800012)
Event Planning Web Dynpros:
PIQ_ROOMINFO
PIQ_ROOMSEARCH
Transcript Web Dynpro: PIQ_MAINTAIN_TRANSCRIPT
(For students requesting a transcript via self service Web Dynpro PIQ_ST_TRANSCRIPT_REQ is
available)

SAP AG

IHE102

15-7

 Prerequisites
This function is available if you have activated the business function
(ISHERCM_UI_STUDENT).
You have uploaded the portal content for Student role to the portal.
You have mapped the student's user to his or her student number in the back-end system.
You have made the settings in Customizing for Student Lifecycle Management under Role-Based
Web UI Student .

SAP AG

IHE102

15-8

 SAP AG

IHE102

15-9

 SAP AG

IHE102

15-10

 To track master data changes and changes within administrative processes, an Audit Trail enables
you to keep track of which data was changed when and by whom. Student Lifecycle Management
offers two concepts: Change Documents and Activity Documents.
Change Documents: log master data changes and always refer to an Application.
Activity Documents: log business activities and always refer to a Student.
Change Documents: can be linked to an Activity Document.
Example: Change Application activity:
An Admission Record with the status undecided is changed.
The system writes a Change Document for this admission record logging all field changes.
It also writes an Activity Document for the student and the Create Application activity. The
system links the Activity Document to the Change Document for the admission record, thus
creating a link between the business audit trail and technical audit trail.

SAP AG

IHE102

15-11

 When you change student master data, the system logs changes in the infotypes by creating change
documents. To view the change documents in student master data, choose:
Extras o Change Documents o For this Student
Extras o Change Documents o For this Tab Page
Also, changes for registration, specializations, equivalency determination etc. are logged via change
documents.
Change documents for admission, module booking, appraisal, etc. and the link to activity documents
are only recorded if the creation of change documents is activated for Infotype 1001, relationships
506 and 530. You can activate this in IMG using the path: Student Lifecycle Management o Basic
Settings o Change Documents.

SAP AG

IHE102

15-12

 Activity Documents are used to log student life cycle processes, such as all Registration. They
provide an audit trail that can be displayed in the Activity Documents tab page of the Student File.
For every Activity Document all fields of the document header are displayed in the detail view. If
further details are logged for an activity, then those details are displayed as additional tab pages in
the activity document detail display.

SAP AG

IHE102

15-13

 Activity documents are written only for existing activities. Activities are delivered by SAP.
Activity documents are available for nearly all processes. For some processes, the activity
documents contain only headers. For others, also details are documented.
Authorization check for activity documents: You can only view activity documents if you have the
authorization for the activity itself or to display the data that is changed by the activity.
Example: In order to display an activity document for admission, you need the authorization to
display relationship 530 (Infotype 1001, subtype A530).
Note: Program RHIQPROC_DISPLAY is available for displaying activity documents across
multiple students:
Selection criteria are included for choosing specific activities that should be included, such as
Admissions Execution or Change of Specialization.
You can view detailed Change Documents for each activity document, by double clicking on the
activity document line.

SAP AG

IHE102

15-14

 SAP AG

IHE102

15-15

 SAP AG

IHE102

15-16

 The available Business add-in (BAdI) HRPIQ00SELMETHOD can be used to implement the
Selection Methods that shall be used for selection of Student Lifecycle Management objects: IMG
for Student Lifecycle Management Processes in Student Lifecycle Management General
Settings Selection Methods BAdI: Selection Method
Customer selection methods can be created by implementing the BAdI. If customers create a
documentation for their BAdI implementation, they can display the BAdI documentation in the
application when they select this selection method by choosing Information (symbol) (see SAP
selection method STAT).
Transaction PIQSELT1 may be used to test selection methods. The result of Selection Method
testing depends on the user authorization. The result can therefore differ from the result of another
user. The selection methods check the users structural authorization and general authorization.
Specific activity (process) authorizations are not checked.
The output of a selection using a selection method are object-IDs which are used by the program.
Report program parameters have no influence on the selection method result.
Note that the report program cannot use the parameters of a selection variant.
A report program has a hard-coded selection method group assignment. The selection method group
determines which object type will be selected. Selection methods can only be assigned to a selection
method group if they support the object type.
Report programs often use an additional result filter to guarantee that only those objects which fulfill
a particular precondition are processed (for example, the program type condition checks if the
student has an admission or an open study segment).

SAP AG

IHE102

15-17

 SAP delivers frequently used data selections as selection methods.

The selection methods in a particular application are combined to a selection method group.
Each selection method contains one or more selection variants. The selection variant is used to
fill the parameters of a selection method at the application level.
Implementation:
In addition to the Selection Method Groups offered by SAP, customers may create their own.
This is done in the IMG: Student Lifecycle Management Student Lifecycle Management
Processes General Settings Selection Methods Assign Selection Methods to Selection
Method Group.
Example cases for Selection Methods and Selection Variants:
You want to search for students by student numbers in Student Lifecycle Management (Selection
Method).
You want to search for students by student numbers in Student Lifecycle Management between
100 and 200 (Selection Variant).

SAP AG

IHE102

15-18

 The Selection Method STNR provides the capability to upload a list of student numbers via a file.
The uploaded Text File should have one Student Number per line.
In the Selection Method Variant creation screen, select Multiple Selection and then Import from
Text File.
The process to adapt FI-CA transaction in order to use them in Selection Methods is described in the
IMG: Student Lifecycle Management-> Student Accounting-> Basic Settings->Using Selection
Methods in Mass FI-CA Activities.
For details on this topic please view the Selection Methods Cookbook which is available on the
Business Process Platform for Higher Education (BPX) at https://www.sdn.sap.com/irj/bpx/highered
Knowledge Center Student Lifecycle Management Implementation Guidelines Audit Trail
in Student Lifecycle Management. The Selection Methods Cookbook provides a ABAP code excerpt
of a fully-functional example of how a Selection Method is properly combined with report
parameters. This sample program is not delivered but can be easily copied as text and pasted into the
ABAP editor (SE38).

SAP AG

IHE102

15-19

 The delivered selection methods are part of the MP01 Mass Processing selection method group.
The Admissions Data Selection Method allows users to select students based on the following
admissions data:
Academic Year and Session
Various Admission Data fields
Program of Study
Specializations
Student Master
Student File
Transcripts
Test Scores
The only mandatory selection parameters are academic year and session. If multiple selection
parameters are filled in, they should always be treated with the AND operator.
All parameters should be treated as optional.

SAP AG

IHE102

15-20

 SAP AG

IHE102

15-21

 SAP AG

IHE102

15-22

 You can access the reports in the SAP menu for Student Lifecycle Management Tools Reports

SAP AG

IHE102

15-23

 Mass Assignment of Student Group and Fee Category

Transaction PIQMPSTATTR
Program RHIQMPSTUDENTATTR_ASG
Select the Clear attribute if you wish to initialize the Student Group or Fee Category for a
selection of students.
Mass Assignment of Holds & Statuses
Both student and study-specific holds can be managed
Available transactions and reports:
Transaction PIQMPSTATUSIND
Program RHIQMPSTATUSIND_SET
The Mass Assignment of Holds & Statuses uses the internally developed mass processing framework
from Student Lifecycle Management and follows the architecture of the framework. Using the
framework, the following were integrated with the reports:
Schedule manager
Selection methods
Parallel processing
Application log

SAP AG

IHE102

15-24

 Mass Assignment of Module Booking Windows

Available transactions and reports:
Transaction PIQBKGWINDOW
Program RHIQMPBKGWINDOW_ASG
In order to make use of the existing Selection Method BAdI HRPIQ00SELMETHOD (Select
students for assigning booking windows) needs to be implemented.
The mass assignment program can also be used to re-initialize the booking windows for groups of
students
Note that Booking Windows can only be applied in the described way if the associated Time Limits
are defined in the Academic Calendar
This mass processing functionality uses the internally developed mass processing framework from
Student Lifecycle Management and follows the architecture of the framework. Using the framework,
the following were integrated with the reports:
Schedule manager
Selection methods
Parallel processing
Application log

SAP AG

IHE102

15-25

 Available transactions and reports:

Transaction PIQMPMODBKG
Program RHIQMPMODBKG_TRANSFER
Once an object is selected as the source, only students who have booked to that specific object will
be moved. For example, if a Module is selected, then students booked to the Module directly (with
no specific Event Package), will be moved. Students who have booked that Module with a specific
Event Package would not be moved in that case.
The Booking Context (Program Type or Program) does not change during this process. Rules are not
checked, aside from capacity. It is assumed that any overrides, exceptions, etc. that were granted for
the original Module Booking still apply.
Bookings will be moved in the order of the original bookings (determined by the time/date stamp of
the original booking activity). Once capacity is reached, the normal wait-listing and capacity rules
apply.
Simulation mode is available
The report for transferring the module bookings from module to module or from an event package to
another does not use the mass processing framework. The look and feel of this report is similar to the
other reports but the application log differs.

SAP AG

IHE102

15-26

 Transaction and Program:

Transaction PIQMP_AGRCONVERT
Program RHIQMP_GRADE_CONVERT
Related topics: correspondence form for notifying students of Incomplete grades and Appraisal userinterface (GUI and Self-Service) that allows instructors to enter an new deadline:
Steps:
The date for the conversion of grades from I to F needs to be maintained as a Time Limit in
the Academic Calendar.
Prior to the time limit, several jobs must be scheduled. The first is a correspondence job to
initially send a notification to students who have incomplete grade symbols recorded. Students
must request extensions from their instructors (the old-fashioned way). If the instructor wishes
to grant an extension, the new deadline for the extension will be stored in the Latest Appraisal
Date field of the appraisal.
The second job is a periodic job which checks to see if any deadlines have passed (includes the
standard deadline in the Academic Calendar as well as granted extensions), and automatically
converts the grade to a Failed grade symbol.
Any final reminders need to be scheduled as additional correspondence jobs.
The actual grade symbol used to represent the F is defined in the Mass Processing selection
screen, as are the grade symbols that represent the Incomplete status.
Customizing:
Define Deadline for Completion of Work in IMG. Specify the time limit you want to use for
completion of academic work by a student.
Student Lifecycle Management Student Lifecycle Management Processes Appraisal
Incomplete Grades Define Deadline for Completion of Work
SAP AG

IHE102

15-27

 Prior to using the Selection Method, the desired implementations of the BADi
HRPIQ00_ST_DETERMINE must be activated. The implementations provide for the following
selection functionality:
AGD to select students based upon their currently assigned Anticipated Graduation Date
AUD to select students who have a specific Audit result stored
PIX to select students who have a specific value for certain performance indices
PRG to select students who have a specific Progression result
Activation of the BADi allows to use all of the selection criteria when creating a Selection Variant
for the Selection Method.
This can be done via transaction SE18.
In order for the graduation date to be properly set, the appropriate Time Limit in the Academic
Calendar must be set in the IMG
Student Lifecycle Management Academic Calendar Assign Time Limit for Calculation of
Anticipated Graduation Date
Note: The Time Limit must be defined within the Academic Calendar as well.
Use case: Students from the Selection Variant AGD will have their AGD for any full time
undergraduate program updated to be Spring (session 30) of academic year 2009-10 if you mark the
appropriate selection Update AGD for Full Time Registrations. If in addition the option Replace
Existing AGD Date is checked, then also those students who have already a recorded AGD are
updated.

SAP AG

IHE102

15-28

 SAP AG

IHE102

15-29

 SAP AG

IHE102

15-30

 SAP AG

IHE102

15-31

 The Correspondence Type defines the nature of the correspondence and the control attributes of the
correspondence process.
Correspondence Types belong to the Correspondence Tool.
Two Correspondence Types are defined in Student Lifecycle Management:
Student Lifecycle Management 00: student correspondence
Student Lifecycle Management 01: admission correspondence

SAP AG

IHE102

15-32

 In Student Lifecycle Management form classes admission and student are delivered. They are
part of the standard and owned by SAP.
You can delete the parts of a form class you do not require, but you must never change its nodes or
create additional nodes.
Application forms are created on the basis of form classes. Student Lifecycle Management provides
example forms that you may use to create your own forms.
You can adjust application forms to your requirements and enhance your functions with USER
EXITS.
You must always specify a form class for the application form.
You can use collections instead of application forms. A collection is a configurable and executable
row of application forms belonging to the same or different form classes.
You must define the output of the application form. For this purpose, the Smart Forms tool is used
by Student Lifecycle Management.

SAP AG

IHE102

15-33

Example for the generation of a student correspondence, created individually:

The student Andrew attended several courses last semester. For these courses, he received grades
and credits. He has now come to you to obtain his transcript for the last semester.
As an employee of the university you first generate the transcript using the create student
correspondence function and then print out the correspondence (transcript) you have created.
In order to output outgoing correspondence, that is, get printed documents, it is necessary to create
and print correspondence.
You can start the creation and print process with a mass processing transaction:
CREATE CORRESPONDENCE:
Student Correspondence: Transaction: PIQCORRSTC
Admission Correspondence: Transaction: PIQCORADMC
PRINT CORRESPONDENCE
Student Correspondence: Transaction: PIQCORRSTP
Admission Correspondence: Transaction: PIQCORADMP
You may also create the correspondence directly in the correspondence tab of the student file. This
allows you to create and print documents individually. Choose [Generate Correspondence] on the
Correspondence tab in the Student File to create and print Ad-hoc Correspondence. You need to
select Correspondence Type and Application Form to create or to create and print correspondence.

SAP AG

IHE102

15-34

 Printing Correspondence Features:

Print Workbench (uses SmartForms)
Print single correspondence item
Print multiple correspondence items in mass runs
Student file functions on the correspondence
Tab page (after correspondence printing)
Correspondence history

SAP AG

IHE102

15-35

 Incomplete grade notifications:

Application form ISHERCMGRADE_INCOMPLETE
IMG paths:
Student Lifecycle Management Student Lifecycle Management Processes Appraisal
Missing Grades
Student Lifecycle Management Student Lifecycle Management Processes Appraisal
Incomplete Grades Define Deadline for Completion of Work
Settings for automatic notifications of missing grades:
Transaction PIQAGR_SENDALRT
Program RHIQAGR_SENDALERT
IMG path: Student Lifecycle Management Student Lifecycle Management Processes
Missing Grades
Enhanced Send Control:
IMG for Student Lifecycle Management Student Lifecycle Management Processes General
Settings Correspondence Technical Settings Assign Dispatch Control to Application
Form

SAP AG

IHE102

15-36

 Enrollment confirmation:
Application form ISHERCM_SAMPLE_ADMISSION_CARD
Customizing path in IMG: Student Lifecycle Management Student Lifecycle Management
Processes Admission, Registration and De-registration Admission Create Time Limit
for Enrollment Confirmation Fee
Module Correspondence:
Designate relevant application forms in IMG: SLCM Processes in SLCM General Settings
Correspondence Basic Settings Define type of Module Correspondence
Use Form Class ISHERCMSF_OFFER

SAP AG

IHE102

15-37

 SAP AG

IHE102

15-38

 SAP AG

IHE102

15-39

 Depending on an applications specific requirements, different scenarios for archiving and deleting
data can be implemented.
Writing and deleting are separated to ensure data security and database consistency. If an archive
file had an error and not all of the data was available, but the delete program deleted the data
from the database, the data would be lost (or at least very expensive to recover).
The use of Archiving Status can prevent data loss that may occur if data that has already been
archived but not yet deleted is changed.
For details on the subject please refer to the Archiving Guideline for Student Lifecycle
Management which is available at: https://www.sdn.sap.com/irj/sdn/bpx-highered Student
Lifecycle Management Best Practices, Implementation Guidelines, and Tutorials Archiving
and Deletion in Student Lifecycle Management.
The following data are not considered for archiving:
Academic Calendar
Academic Structure
Qualifications
Academic Scales

SAP AG

IHE102

15-40

 There are different ways how you can access archived data in Student Lifecycle Management. The
first one is to use the Archive Explorer.
Enter transaction code SARA to enter the Archive Explorer in order to view archived data.
Transaction SARA is used for archiving administration data:
Start of background processes Archive Delete Read - Reload
Analysis of the archived tables
Archiving job overview
Print spool
Management of the archived files
A second way is displaying activity documents within the application student file.
On the tab page [Activity Documents] in the Student File, you can display the activity documents
which are created to track student administrative processes.

SAP AG

IHE102

15-41

 The system archives study data, student / applicant master data and data of related persons to
students which are flagged for archiving. The relevant students are selected with a selection method.
Set archiving flag for study data / student master data:
You can set an archiving flag for the study data of students who are selected with a selection
method via report RHIQST_ARCHIVING_PREPARE or you set the archiving flag for one
student via the Student File.
Archiving of study data / student master data:
You can manage the archiving of study data with the archiving object HRIQ_STYDT and the
archiving of student master data with the archiving object CA_BUPA, as well as the archiving of
student related persons.
You can display archived study data in the Student File and Academic Work Overview.
You can display archived student master data and related persons in the Archive Explorer
(SARE) with the archive infostructure SAP_HRIQ_BUPA1 in a technical view. You cannot
access archived student master data via the standard maintenance dialog.
You can still generate correspondence for students whose study data has been archived.
You can rebuild study data from the archive to the Student File, so that all academic work and
qualifications from a previous study period are available for Student Lifecycle Management
follow-up processes. Business case: If the student comes back to take another degree; if you want
to change the transcript after archiving.

SAP AG

IHE102

15-42

 SAP AG

IHE102

15-43

 SAP AG

IHE102

15-44

 Users also require authorizations for functions of the application areas which are integrated in
Student Lifecycle Management (Business Partner, Student Accounting, Training and Event
Management).
Student Lifecycle Management authorization concept is built upon the ERP authorization concept.
For details on the subject please refer to the Authorization Guideline for Student Lifecycle
Management which is available at: https://www.sdn.sap.com/irj/sdn/bpx-highered Student
Lifecycle Management Best Practices, Implementation Guidelines, and Tutorials
Authorization in Student Lifecycle Management.

SAP AG

IHE102

15-45

 Student Lifecycle Management delivers several roles which combine authorizations and tasks which
are usually needed by a person executing a certain role. Example:
Role Instructor is delivered. For example, the instructor has access to appraisals and
authorization to maintain grades for students in appraisals.
Activities are defined process steps in Student Administration
Master data access:
The execution of functions which are used to create and change master data are protected by a
combination of authorization objects (general authorization) and a structural authorization (object
and evaluation path).
Activity execution:
Student Lifecycle Management has its own authorization object (P_CM_PROC) for activities (e.g.
Registration, Module Booking, etc.). The authorization for activity execution is checked using the
PIQPROCESS authorization fields (activity). The structural authorization only restricts the objects
which the user is allowed to process irrespective of the activity.

SAP AG

IHE102

15-46

 SAP AG

IHE102

15-47

 SAP AG

IHE102

15-48

 For details on the subject please refer to the Rules Cookbook for Student Lifecycle Management
which is available at: https://www.sdn.sap.com/irj/sdn/bpx-highered Student Lifecycle
Management Best Practices, Implementation Guidelines, and Tutorials Rules and Regulations in
Student Lifecycle Management.

SAP AG

IHE102

15-49

 Callup points are points in the system at which checks can be performed. These callup points are
predefined by SAP.
Callup points are used for various purposes. In the IMG, you can assign the following to callup
points:
Rule containers - Rules in the Rule Containers are checked at the predefined points (see VSR)
Evaluation paths for search of academic calendar objects - evaluation paths enable you to use
different calendars for some predefined activities.
Hold types and status types - holds and statuses of these types are checked automatically at
predefined points within the processes.
Table T7PIQCHECKTP contains the available callup points. Callup points which can be used for
status indicators have a special flag set Relevant for Status Indicator. Status indicators can be
attached to these designated callup points only.
You can define your own callup points and use these in your own (customer) programs. You can use
function module HRIQ_HS_STATUSIND_CHECK to perform checks at the callup points you
define.

SAP AG

IHE102

15-50

 A Rule Container is a Student Lifecycle Management object (RC) in which you can collect the rules
to be checked at certain points within a process. The rules in the Rule Container are activated by
attaching it to a Callup Point. Rule Containers are created with transaction PIQRC or from the SAP
Menu Path: Student Lifecycle Management o Academic Structure (Curriculum) o Ruleso Edit
Rule Container.
You assign one or more Rule Containers to the callup points of different applications. These callup
points are referred to as non-academic callup points because they are checked independent of objects
in the academic structure. The relevant Student Lifecycle Management application processes the
assigned Rule Containers when the callup point occurs. Academic callup points, on the other hand,
directly link Rule Containers with objects of the academic structure (for example, in the program
catalog). Both the academic and non-academic callup points are predefined by SAP.
Attach Rule Containers to objects of the academic structure by creating relationships, and define
the callup points for Rule Containers as additional relationship data.
You can use the program catalog to attach the Rule Container to academic objects.
Attach Rule Containers directly to callup points.
You do so in the IMG under Student Lifecycle Management Processes General Setting
>Rules Rule Containers Assign Rule Containers to Callup Points.
All rules within a Rule Container which are:
defined for a Callup point
attached to a process-relevant academic structure object
are checked when the Callup point occurs.
Example: Student registration for a new Program => check before saving if registration rules
(defined at Program level) are fulfilled.
SAP AG

IHE102

15-51

 A Rule Container (object type RC) includes Rule Modules (infotype). The Rule Module can refer
to the tool VSR and is composed of elements: validations, substitutions and rules (VSR = userdefined substitution and validation of data)
Validation: validates the data entered against user-defined rules
Data is checked against values and value intervals
User-defined Boolean statements are used to validate data
Substitution:
Data is replaced by other values (via value definition or exits)
Rules:
Modular building blocks that consist of the statements used for rules in validations and
substitutions and contain field values and Boolean statements. Input for the definition of Boolean
logic statements:
Boolean logic statement, using operators like AND, OR, NOT
Table fields (PIQRULEMASTERS, etc.)
Data provided is dependent on callup points

SAP AG

IHE102

15-52

 You can create Validations in customizing using the IMG path: Student Lifecycle Management
Processes in Student Lifecycle Management General Settings Rules Rule Elements
Maintain Validations:
Define application area for the VSR and choose between:
Academic rules
Calendar rules
Formal rules
Progression
Create a validation step with:
Prerequisite
Check
Message
Create 1 - 999 steps in one validation.

SAP AG

IHE102

15-53

 You can create Substitutions in customizing using the IMG path: Student Lifecycle Management
Processes in Student Lifecycle Management General Settings Rules Rule Elements
Maintain Substitutions:
Define application area for the VSR and choose between:
Academic rules
Calendar rules
Formal rules
Progression
Create a substitution step with:
Prerequisite
Values which are to be substituted
Create 1 - 999 steps in one substitution.

SAP AG

IHE102

15-54

 In Student Lifecycle Management processes, rule checks can be performed at one or more Callup
points. If these rule checks are not completed successfully, the system outputs messages and collects
the relevant messages in a message log. The message log is displayed to the User, giving short text
and access to the long text for each message.
The system permits you to override this message log if it contains only warnings (type W),
information messages (type I), and success messages (type S).
To create your own messages, you should create a new message class using transaction SE 91. You
can then add your messages to this message class.

SAP AG

IHE102

15-55

 ADVANTAGE: Authorized users can continue a process even though a rule is not fulfilled
Before you can override messages, you have to flag the messages which may be overridden and
define how the system should react in case of an override.
When you have created the required messages, you can maintain the authorizations for rule
overriding in a Rule Container. This action alone activates the override option for a message.
When you have performed steps 1 and 2, the message log display offers an override function to users
who are authorized to override the message.

SAP AG

IHE102

15-56

 Status indicator is the generic term for statuses and holds. You have to maintain status types and
hold types in customizing before you can create specific statuses and holds for each type in student
records.
Status indicators of both categories can be assigned to status groupings or hold groupings. These
groupings enable you to sort the status indicators in the hold and status overview of the Student File
and in search helps.
Status types and hold types can both be defined by the customer:
Status types can be customer status types or system status types. You can create customer status
types and determine when they are activated and deactivated. The system status types are delivered
by SAP, and SAP determines when they are activated and deactivated.
System statuses: admitted applicant, rejected applicant, applicant, alumnus, attending, nonattending, student, de-registered, deceased
SAP does not deliver hold types. You must therefore define the required hold types in customizing.
Note: You cannot switch off a system status, but you can deactivate its display (IMG: Student
Lifecycle Management Master Data Students Status Display).

SAP AG

IHE102

15-57

 Active status indicators can block activities at predefined callup points. The system performs a check
at these callup points. When a status indicator of any type is assigned to a callup point (reflecting a
certain process or step of the process) in the IMG, the system checks if an active hold or status is set
for the student object (object type ST) or the study object (object type CS) on the given key date. If
so, the system displays a message and blocks the process step according to the message type.
You can define the message you want the system to display when a status indicator blocks a process.
The message type determines the system reaction:
Information message (message type I): The system displays the message but does not interrupt the
process.
Warning message (message type W): The system displays the message and you can decide to carry
on with the process or to cancel the application.
Error message (message type E): The system displays the message in a dialog box and cancels the
process. You cannot carry on with the process.
The message override concept enables selected users to override an error message and carry on
with the process.
Messages can also be sent to students in Student Self Service Scenarios created by customers.
Note: Not all callup points can be used for status indicators. The ones that can be used are explicitly
marked as relevant for status indicators in table T7PIQCHECKTP.

SAP AG

IHE102

15-58

 Customizable checks can be executed at designated callup points in Student Lifecycle Management.
Student related activities (like program registration) can be blocked at such callup points.
There are two ways to implement such checks:
Using the VSR framework (Validations, Substitutions and Rules)
Or using holds
The same callup points are sometimes used in the context of several related activities (e.g. create a
sessional registration, create a leave of absence, change a sessional registration and change a leave of
absence). Up to now it was not possible to assign checks at callup points to certain activities only.

SAP AG

IHE102

15-59

 SAP AG

IHE102

15-60

 For details on the subject please refer to the Reporing Guideline for Student Lifecycle Management
which is available at: https://www.sdn.sap.com/irj/sdn/bpx-highered Reporting in Student
LIfecylce Management with SAP BI

SAP AG

IHE102

15-61

 SAP AG

IHE102

15-62

 SAP AG

IHE102

15-63

 SAP AG

IHE102

15-64