Configuration

Configuration

OneWorldSIS Core Setup Steps

Notation

Screenshots are used to demonstrate how to complete the setup steps. When completing fields on a Form, the fields might be notated with a red asterisk ( * ). Fields marked with a red asterisk are required to be completed before the data on the Form can be saved.

For faster completion of fields on a Form, the lookup function may be used. Type part of the data to be entered and then click on the magnifying glass icon on the right side of the field. For example, enter “Math” to quickly find the Mathematics Department in Department lookup.

 

Help

Additional information including a general overview and user interface information can be found under Help. Click on the Question Mark icon ( ? ) in the upper right area of the screen in order to access Help.

 

 

OneWorldSIS provides the ability for educational institutions to manage the complete student life by using the flexibility and strength of Microsoft Dynamics 365. Like other Student Management systems, core records need to be set up in OneWorldSIS in order to enable and use the core functionality. Standard setup records in OneWorldSIS include certificate programs, courses, classes, and related core data such as terms and grade scales. This document provides step-by-step instructions for adding the basic core records to register a student for a class.

 

Installation and Core Configuration Tables Web Client

One Zip file needs to be installed for the initial OneWorldSIS installation. Afterwards, four data files need to be imported.

To install OneWorldSIS, go into the CRM program, then go to Settings >> Solutions. Click on the Import button ( not Import Translations ). When asked, choose the button Activate any SDK Message Processing.

  1. In the browse window, select the OneWorldSIS zip file. Go through steps to complete import.
  2. After import, you need to hit Publish.
  3. At this point, you need to exit out of CRM, and then come back in. All OneWorldSIS menu choices will now be available. OWSIS adds 3 menu selections to the main CRM ribbon: Education, Health and Wellness, and Education Settings. Most of the setup information will be entered under Education Settings. Most of the daily work will be done under Education.
  4. Review the basis for auto numbering and update the AutoNumber.xslx file based on individual school preference.
  5. Go to Settings >> Data Management >> Imports. Click the Import Data button, and select the AutoNumber.xslx file. Click Next. Verify that No is selected for the Allow Duplicates option. The Owner information will be overwritten by what is contained in the file. Click Submit to import the data. This will set up auto numbering for all the custom entities.
  6. Go to Settings >> Data Management >> Imports. Click the Import Data button, and select the Language.xslx file. Continue clicking Next through the import wizard. Verify that No is selected for the Allow Duplicates option. The Owner information will be overwritten by what is contained in the file. Click Submit to import the data. This will set up the languages in the system.
  7. Repeat step 6 for the Country.xslx file and then the AreaCode.xslx file.

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General Setup

 

Add a School

In order to set up other data, a School needs to be added first.

  1. Choose Education Settings >> Schools.
    2. screenshot of schools window
    Figure 1: Select Schools from the Education Settings Menu
  2. Click New which is located on the upper left side of the screen.
    3. screenshot of new button
    Figure 2: Click New to add a New School
  3. Complete the form including all required fields.
    4. screenshot of new school form
    Figure 3: Complete the New School form
  4. Click Save which is located on the upper left side of the screen.
    5. screenshot of save button
    Figure 4: Click Save

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Add a Department

In order to set up other data, a Department needs to be added next.

  1. Choose Education Settings >> Departments.
    2. screenshot of departments window
    Figure 5: Select Departments from the Education Settings Menu
  2. Click New which is located on the upper left side of the screen.
    3. screenshot of new button
    Figure 6: Click New to add a New Department
  3. Complete the form including all required fields. The School Name can be typed in the field or selected using the search.
    4. screenshot of new department form
    Figure 7: Complete the New Department Form
  4. Click Save which is located on the upper left side of the screen.
    5. screenshot of save button
    Figure 8: Click Save

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Add a Grade Scale

In order to make a Class available for registration, a Term needs to be added. A Term is defined by its start and end dates.

  1. Choose Education Settings >> Grade Scales.
    2. screenshot of grade scale window
    Figure 9: Select Grade Scales from the Education Settings Menu
  2. Click New which is located on the upper left side of the screen.
    3. screenshot of new button
    Figure 10: Click New to add a New Grade Scale
  3. Provide a name for the Grade Scale.
    4. screenshot of new grade scale form
    Figure 11: Provide a Name for the New Grade Scale
  4. Click Save which is located on the upper left side of the screen.
    5. screenshot of save button
    Figure 12: Click Save
  5. Click the + located on the right side of the screen in order to add a grade scale line.
    6. screenshot of plus button
    Figure 13: Click the + Button to Add a New Grade Scale Line
  6. Complete the form including all required fields.
    7. screenshot of new grade scale line form
    Figure 14: Complete the New Grade Scale Line Form
  7. Click Save & Close which is located on the upper left side of the screen.
    8. screenshot of save & close button
    Figure 15: Click Save & Close
  8. Repeat steps 5 – 7 to add additional grade scale lines in order to complete the grade scale.
    screenshot of grade scale lines
    Figure 16: List of Grade Scale Lines

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Add a Term

In order to make a Class available for registration, a Term must first be added. A Term is defined by its start and end dates.

  1. Choose Education Settings >> Terms.
    2. screenshot of terms window
    Figure 17: Select Terms from the Education Settings Menu
  2. Click New which is located on the upper left side of the screen.
    3. screenshot of new button
    Figure 18: Click New to add a New Grade Scale
  3. The School Name can be typed in the field or selected using the search. Click on the calendar icon in order to use the date selector for entering dates.
    screenshot of calendar icon
    Figure 19: Click on the Calendar Icon to Pick a Date
  4. Complete the form including all required fields.
    5. screenshot of new term form
    Figure 20: Complete the New Term Form
  5. Click Save which is located on the upper left side of the screen.
    6. screenshot of save button
    Figure 21: Click Save

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Add a Certification Program

Before adding a Course, a Certification Program may optionally be added. A Certification Program will then consist of mandatory and optional Courses. To graduate with the corresponding Certificate, all the mandatory Courses must be completed, and the balance of the required credits earned by taking Classes from the optional Course list.

  1. Choose Education Settings >> Certification Programs.
    2. screenshot of certification programs window
    Figure 22: Select Certification Programs from the Education Settings Menu
  2. Click New which is located on the upper left side of the screen.
    3. screenshot of new button
    Figure 23: Click New to add a New Certification Program
  3. Complete the form including all required fields. The School Name can be typed in the field or selected using the search.
    4. screenshot of new certification program form
    Figure 24: Complete the New Certification Program Form
  4. Click Save which is located on the upper left side of the screen.
    5. screenshot of save button
    Figure 25: Click Save

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Add a Course

In order to make a Class available for registration, a Course needs to be added first. Note that a Course represents the material to be studied, and does not encompass a specific Term or an assigned lecturer (Faculty member). These two aspects are defined at the Class stage.

  1. Choose Education Settings >> Courses.
    2. screenshot of courses window
    Figure 26: Select Courses from the Education Settings Menu
  2. Click New which is located on the upper left side of the screen.
    3. screenshot of new button
    Figure 27: Click New to add a New Course
  3. The School Name and the Department can be typed in the fields or selected using the search.
    4. screenshot of new course form
    Figure 28: Select School Name and Department
  4. Complete the form including all required fields. The Certification Program and Grade Scale which were added earlier can be associated with the Course by entering their names in the appropriate fields.
    5. screenshot of new course form
    Figure 29: Complete the New Course Form
  5. Click Save which is located on the upper left side of the screen.
    6. screenshot of save button
    Figure 30: Click Save

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Add a Class

A Class is created from a Course. A Class is an instance of a Course for a particular Term and with specific assigned lecturer (Faculty member).

  1. Choose Education Settings >> Classes.
    2. screenshot of classes window
    Figure 31: Select Classes from the Education Settings Menu
  2. Click New which is located on the upper left side of the screen.
    3. screenshot of new button
    Figure 32: Click New to add a New Class
  3. Enter the Course by either typing its name or using the search.
    4. screenshot of new class form
    Figure 33: Select the Course
  4. Complete the form including all required fields. The School, Department, and Term should be entered.
    5. screenshot of new class form
    Figure 34: Complete the New Class Form
  5. Click Save which is located on the upper left side of the screen.
    6. screenshot of save button
    Figure 35: Click Save

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Register a Student

In order to register a Student, the Student first needs to be added to OWSIS as a Contact.

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Add a Contact

People are added to OWSIS as Contacts. After the person is added as a Contact, the person can then be designated as any one of a number of constituent types including Applicant, Student, Staff, Faculty, Proctor, Recruiter, Donor or Alumni.

The minimum information needed in order to add a Contact is Last Name, Gender, and Email Address. Any other required information needed to complete a Contact record including First Name, Date of Birth, and Citizenship should be determined by each individual school.

  1. Choose Education >> Contacts.
    2. screenshot of active contacts window
    Figure 36: Select Contacts from the Education Menu
  2. Click New which is located on the upper left side of the screen.
    3. screenshot of new button
    Figure 37: Click New to add a New Contact
  3. Complete all of the general information including First Name, Last Name, and School.
    4. screenshot of new contact form
    Figure 38: Complete the New Contact Form
  4. Click Save which is located on the lower right corner of the screen.
    5. screenshot of save button
    Figure 39: Click Save

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Designate the Contact as a Student

  1. Check the box next to Create Student.
    2. screenshot of contact roles window
    Figure 40: Select a Role for the Contact
  2. Click Save which is located on the lower right corner of the screen.
    3. screenshot of save button
    Figure 41: Click Save
  3. This action results in the Student entity being created for the Contact, and the Current Student checkbox will also be set to Yes in the Contact record. A unique Student ID is automatically assigned to the Student, and the Student is ready to be enrolled in a Class.

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Add Other Types of People

In order to add other people with different constituent’s roles including Staff or Faculty, complete the same steps for adding a new Contact. The one difference in the process is that instead of creating a Student, select the check box to create a Staff, Faculty, or any other needed role. After clicking Save for Staff or Faculty, their Constituent roles will be set to Active Status. In addition, a unique autonumbering ID for each child Constituent Role will be created.

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Add a Session

A Session is defined as the joining of a Student with a Class. In other words, creating a Session enrolls the Student in the Class.

  1. Choose Education >> Sessions.
    2. screenshot of active sessions window
    Figure 42: Select Sessions from the Education Menu
  2. Click New which is located on the upper left side of the screen.
    3. screenshot of new button
    Figure 43: Click New to add a New Session
  3. Complete the form including all required fields. The Student can be entered by typing or using the search.
    4. screenshot of new session form
    Figure 44: Complete the New Session Form
  4. Set the Enrollment status to Enrolled.
    5. screenshot of new session enrollment status
    Figure 45: Set the Enrollment Status
  5. Click Save which is located on the lower right corner of the screen.
    6. screenshot of save button
    Figure 46: Click Save

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Review Class Registration

The Student Registration can be reviewed by looking at the Class record.

  1. Choose Education Settings >> Classes
    2. screenshot of active classes window
    Figure 47: Select Classes from the Eduation Settings Menu
  2. Click the Class Record.
    3. screenshot of active classes window
    Figure 48: Click the Class Record
  3. Scroll down to the Sessions section of the Class Record in order to verify that the Student has been registered for the Class.
    4. screenshot of class sessions window
    Figure 49: Scroll to the Sessions Section of the Class Record

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Downloads

♢ View or download these instructions as a PDF.

♢ Download AreaCode.xlsx

♢ Download AutoNumber.xlsx

♢ Download Country.xlsx

♢ Download Language.xlsx

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Table of Contents

♢ Core Configuration

♢ Add a School

♢ Add a Department

♢ Add a Grade Scale

♢ Add a Term

♢ Add a Certificate Program

♢ Add a Course

♢ Add a Class

♢ Register a Student

♦ Add a Contact

♦ Designate the Contact as a Student

♦ Add Other Types of People

♦ Add a Session

♦ Review Class Registration

 

♢ Downloads

Telephone: (+1) 434-296-8800