Data must be captured at the source in order to ensure that information is maintained in the timeliest fashion. Capturing data at the source involves a client or her designee. The CIS system has standardized client and professional data entry enabling more data to be entered by clients. Professional data entry screens are available, however, for all data entry. A limited number of employees will have access to these professional data entry screens.
The CIS professional data entry screens allow for entering the client's:
General Information
Admission Information
There are three types of CIS forms to capture the appropriate client information:
- Single-Row Forms. Single-row forms have been created for entering data where a client is allowed one record. For example, a client's name is stored once.
Note: Some single-row forms may have more than one record per person. Prev | Next navigation links will be present in the toolbar when this is the case.
Single-row forms include the following:Prev | Next. The Previous and Next Links appear on forms that may have more than one entry per person. For example, a person may have more than one High School Credential record, although most clients will have only one. Prev | Next Forms include the following:
- Multi-Row Forms. Multi-row forms have been created for entering data where a client is likely to have more than one record. For example, a client is likely to have more than one Activity record. Multi-row forms include the following:
The CIS Toolbar is used for navigating from one form to another. Navigate from form to form by clicking on the appropriate client content link. Use the "New" link to create a new Person record, except when on a "Prev | Next" form. On a "Prev | Next" click the "New" link to add a new record to that form.
New | Person | Address | DigiComm | Relationship | Activity | International | AD Info
Each form has a Toolbar and an information header containing the student name and identification number. When a form is in INSERT mode, the Add Record button will be displayed. When a form is in UPDATE mode, the Save Changes button is displayed. When clicking on the Add Record or Save Changes button, the data on the form will be sent to the database, and the form will be refreshed on the screen. If an error occurs with the data transfer, an error form will appear listing the problem and any steps to correct it.
Note: SQL errors will be logged in the database.
Interface controls include text boxes, drop-down lists, Lists of Values (LOVs with the flashlight symbol), radio buttons and larger comment boxes.
Note: See CIS Navigation Overview for more information concerning these interface controls.
- Text Boxes. These boxes are used to capture free text data. They are typically 255 characters long. Some text boxes accept only numbers. These text boxes will give an alert when illegal characters are entered.
- Drop-Down Lists. These lists are used to capture data the is stored in the database as either an ID Number or a Code. The lists allow the decoded value to be viewed rather than the code.
- Lists of Values (LOV). Indicated by a flashlight, they are used in place of drop-down lists for longer lists (ex: one hundred or more items). Click the flashlight to search the extended list, and post the desired entry to the form.
- Radio Buttons. These buttons are typically used for Yes/No entries.
- Larger Comment Boxes. These boxes are used for description, notes, or comments. They are typically 4000 characters long, which is the longest searchable text length in the Oracle's column structure options.
The CIS forms make client data entry standardized and centralized. These forms are linked to the client for quick data entry and retreival. The following gives the type of client information and the forms used to record that information.
- Name and Contact Information. Use the Person, Address and Digicomm forms to enter the client's name and contact information.
- Relationships. The Relationship form is used to link the client to their parents, siblings or organizations. The parents and siblings need to be entered on a Person form before the client can be linked to them. Any organizations must be entered on the Organization form before the client can be linked to them.
- Activities. The Activities form is used to enter the client's extracurricular, athletic, or instrument activities.
- Admission Info. Use the AD Info form to enter the client's admission-specific information.
- DPU Info. The DPU Info form is used to enter the client's information regarding their career at DePauw.
- HS Credentials. Use the HS Credentials form to link the client to their high school. The high school must be entered using the Organization form.
- Special Program Information. The Program form is used to add the client as a recruit for a program.
- Academic Credentials. The Academic Credentials form is used to enter the client's college information. This form can also be used to enter the client's parent's academic career.
- App Info. The App Info form is used to enter the application's parts received and decision information.
- Interview. Enter the interview write-up information on the Interview form. The Interview Sheet link can be used to view a printable page to use for the student's paper file.
The parent information is used to link the client to their parents. The following lists the parent relevant information and forms used to enter that information.
- Name and Contact. Enter the parent name and contact information using the Person, Address and DigiComm forms.
- Relationship Link to Partner. Enter the parent's partner information on the Relationship form. The partner also must be entered on a Person form.
- Relationship Link to Client. After entering the parents information, navigate to the client's Relationship form and enter the parental relationship.
The sibling information is used to link the client to their siblings. The following lists the sibling relevant information and forms used to enter that information.
- Name and Contact Information. Enter the sibling name and contact information using the Person, Address and DigiComm forms.
- Relationship Link to Parents. Use the sibling's Relationship form to enter their parental relationship.
- Relationship Link to Client. Use the client's Relationship form to enter the sibling relationship.
High school information is used to link the client with their high school. The following lists the high school relevant information and forms used to enter that information.
- Name and Contact Information. Use the Organization, Address and DigiComm forms to record the high school information.
- HS Info. The HS Info form is used to enter DePauw's contacts with the high school.
High school counselor information is used to link the counselor with their high school. The following lists the counselor relevant information and forms used to enter that information.
- Name and Contact Information. Use the Organization, Address and DigiComm forms to record the counselor information.
- Relationship Link to High School. Use the Relationship Org field on the counselor's Relationship form to enter their relationship to the high school.
The CIS Search forms allow for locating specific client information. The Search form is customized based on the user's audience group. For example Admission support staff can view prospective student information while Financial Aid staff can view prospective and current student information.
Note: See LOV (Search), Person Search and Organization Search.
Client Information Screens
There three types of information screens that allow for looking at the client's information that has been entered: Prospective Student Information Screen, Current Student Information Screen and Alumni Information Screen.
Note: See Prospective Student Information Screen, Current Student Information Screen and Alumni Information Screen.
Prospective Student Information Screen