PeopleSoft Basic Navigation

Sept 2006

PeopleSoft Basic Navigation

PeopleSoft Basic Navigation

This course explains PeopleSoft Academic Structure and how to navigate in PeopleSoft 8.9.

Course Objectives
This course explains: Navigate through menus and application pages. Describe the basic elements of the PeopleSoft Structure.

Course Contents
This module contains the following lessons: PeopleSoft Basic Navigation ...................................................................................... 2 Academic Structure and Terminology ............................................................................ 3 Sign-In Page .................................................................................................................. 3 Setting User Defaults ..................................................................................................... 3 Menus ............................................................................................................................ 3 Using the Search Page .................................................................................................. 3 Using Page Actions to View Data .................................................................................. 3 Identifying Parts of the PeopleSoft Window ................................................................... 3 Working with Components and Pages ........................................................................... 3 Opening a New Window ................................................................................................ 3 Data Navigation ............................................................................................................. 3 Glossary of PeopleSoft Terms ....................................................................................... 3

Page 2 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Academic Structure and Terminology

Institution is an individual university or college. Academic Group is a college or school within a university. Academic Career is a grouping of all academic work undertaken by a student at a school, which the school groups into a single student record. ASU careers are Undergraduate, Graduate, Law and Non-Credit. Academic Program is what the student applies to, is admitted into, and ultimately graduates from. Academic Plan is an area of study within an Academic Program, with one degree or certificate per plan (a.k.a major, minor). Academic Sub-Plan is an area of further specialization within an Academic Plan.

Arizona State University

Institution Plan Arizona State University

Academic Group

Academic Career/Program

Academic

New Interdis Arts & Sciences

UGRD/Arts & Sciences

Applied Computing American Studies Ethnic Studies Politics BA Politics BS

Page 3 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Sign-In Page
The OASIS Sign-in page looks like this:

Field User ID

Description The location where you type in your unique User ID. Your User ID controls the menus you see when you sign in. Note: Your User ID must be typed in LOWER CAPS.

Password

The location where you type in your unique Password. Note: Your Password is case sensitive. If your User ID and Password are correct, clicking on this button signs you into OASIS.

Page 4 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Setting User Defaults

To save data entry time, you can set up ASU so that it automatically fills in certain fields for you. If at any point during data entry you find that you need a different value, you can simply type over the existing value. Set Your User Defaults (Example) Note that you may set different defaults for your job.

1. 2.

Click on SetUpSACR>UserDefaults On the user Defaults 1 page enter the following: Academic Institution = ASU00 Career Group SetID = ASU Facility Group SetID = ASU

3. 4.

Click on the User Defaults 2 page. On the user Defaults 2 page enter the following: SetID: ASU00 Business Unit: ASU00 Department: A010
Last Revised 10/16/2006

Page 5 of 40

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

5.

Click

when done.

The user defaults will be saved and effective immediately.

Page 6 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Menus
The left navigation menu provides access to a hierarchy of folders, and the structure collapses and expands based on selections. The main level, also known as Home, contains a list of the areas in the application that you can access. The folders are organized by business process to streamline access to all the steps in an activity. Menu Columns 1st Menu Column 2nd Menu Column 3rd Menu Column = Activity Description The main column, also known as Home, contains a general list of the areas you can link to in that application. This menu displayed is determined by your system security. The second column contains the sub-levels to the main category you chose. The third column typically contains menu items that lead you to different components, depending on the type of activity you want to complete. In most applications, the basic activities you can choose are Use, Setup, Process, and Inquire. The final menu column will be underlined links that, when clicked, will replace the menus with the search page for the component or page you selected.

4th Menu Column = Procedures

Each folder in the navigations structure opens to a functional area navigation (FAN) page. This visual display of contents of folders and subfolders enables user to directly access the information they need.

Page 7 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Another useful method of navigation is favorites, which enable users to create their own lists of bookmarks to folders and content references. PeopleSoft favorites differ from Internet Explorer favorites in that PeopleSoft favorites are stored on the server and the user can reference them from any computer.

You can add favorites by clicking on the Add to Favorites link in the Home menu under My Profile or on the toolbar in the upper right-hand corner.

Menu Breadcrumbs
You may have noticed that just above the menus are the breadcrumbs, which are underlined links that indicate where you have navigated in the application. Once you have selected a link from the fourth column to get to a page, breadcrumbs disappear from the window.

Page 8 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Using the Search Page

After navigating through the menus to your desired procedure, the appropriate search page displays. This is the final step before you can view the actual record in ASU. Using the search helps you find the exact record you are looking for.

Advanced and Basic Search Methods

There are two types of search pages: the advanced search page and the basic search page. When you select a page to navigate to, the system will often display the advanced search page, such as the Maintain Schedule of Classes page shown below. The advanced search page generally offers several fields by which you may search for your record. It allows you to narrow down your search by entering in more than one type of criteria. The Maintain Schedule of Classes Advanced Search page below contains nine fields to assist in searching for the correct record.

Advanced Search

Use prompts to help you fill in fields.

Click to search to the Basic Search page.

The Advanced search page offers a basic search option. It will appear as a link next to the search action buttons. In general, a basic search page offers just one or two fields by which you may perform your search. However, you may designate which key field you would like to search by from the Search By drop-down list box.
Page 9 of 40 Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Search Criteria
You can enter a full value or a partial value for any search field, including wildcards. Based on what you enter in the dialog box, the system uses the search record to present you with a list of possible matches or, if there is only one match, the page you requested. A search record is the list of defined search keys that help you locate data. These are the fields you are prompted for on a search page. Every transaction page or component listed in the menu columns has a search record associated with it. If you select other pages that have a common search record, such as pages within a component or an associated link, you will not be prompted to enter search criteria again. You'll be prompted for new search keys only when you select a new page outside of the component with a different search record.

Page 10 of 40

Basic Search

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Using Operators
Operator begins with contains = not= < <= > >= between in Character fields. Character fields. All field types. All field types. All field types. All field types. All field types. All field types. All field types. All field types. Field Use

When performing an advanced search, you can use a variety of operators to narrow your searcheshunting for customers by a particular first letter, by values that are less than or greater than a specified amount, and so on. You can use the following operators:

Field-Level Prompts and Validation

Some edit box fields are linked to database prompt tables, which store values for shared information. They're called prompt tables because you can prompt the system to give you a list of values from which you can select the correct value. In many cases, fields are defined so that the system edits or validates the values you enter against a prompt table and ensures that the values are valid. Fields prompting against this kind of prompt table appear as edit boxes on your screen with a prompt button to the right. When you click the prompt button (or select [Alt]+5), a Lookup page opens, allowing you to search for the value you need. For example, to determine the subject area for your department, on the Course Catalog Find page, press the prompt button next to the Subject Area field. The Lookup Subject Area page then opens.

Page 11 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

You can click the Lookup button or press Enter to see a list of all valid options for this field. Or, you can type in the full or partial subject area in the Description field to Lookup the value you need. A Search Results list displays on your lookup page. When you find the subject area you need, click the link in the Department or Description columns and the system automatically opens the Course Catalog Find page again and places that value in the Subject Area field. Alternatively, if you know a partial value of the Subject Area, you can type that into the main page and then click the prompt button. The Search Results in the Lookup Department page are already populated with all the choices available to you based on the partial value you entered.

Wildcard Searches
You can use three different wildcard features to assist in searching for data. These wildcards can be helpful in finding the exact information you want to process. The following are the supported standard wildcard features: Wildcard % (percent sign) _ (underscore) \ (back slash) Function Match one or more characters. Match any single character. Escape characterdon't treat the next character as a wildcard.

Page Action
You'll notice that many search pages, both the advanced and the basic, contain the Include History and Correct History check boxes as page action options. These options are included on effective dated records. You can select what type of action you want to perform for your record before retrieving that record by selecting the appropriate check box. Or, if you are unsure, you may leave the check boxes clear. You will again have an opportunity to select the page action once you open the page you are searching for. Page Actions Include History Function Accesses all rows of an existing effective dated record. History, Current, and Future rows will be displayed in chronological order. Accesses all rows of an existing effective-dated record. Current and historical rows can be modified using this page action. Note: This option is based on your security.
Page 12 of 40 Last Revised 10/16/2006

Correct History

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Search Page Buttons

The following search related buttons are located on Search Pages: Button Function Processes the search once you have entered search criteria in the key fields above the Search button. Note: You can also run a search by pressing [Enter]. Clears entered text from all fields on the page (without saving) so you can enter new criteria.

Search Results
There are two possible results after running a search: 1. You go directly to the desired record if your search criteria exactly matched a specific record. 2. A Search Results List displays at the bottom of the search page with records that match your search criteria. To access a specific record, click any of the underlined links in the Search Results grid row for that record. Note. The Search Results for the Advanced search will contain a link for each column entry, while the Basic search page results will only display the first column as a link. Note:The search function can retrieve up to 300 entries from the database.Use your browser's scroll bar to view all listings on the current page. If the list is subdivided, click the right-pointing arrow above the grid to view the next set of listings.

Tip: If your search retrieves more than the maximum 300 listings, you should then attempt to narrow your search in another way if you are not able to retrieve the data you need.

Page 13 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Using Page Actions to View Data

The page action buttons are located at the bottom right of each page on which they are applicable. You can toggle between these buttons by using the [Alt]+\ access key and then pressing [Enter] to activate the selected mode. A grayed out button indicates the page is currently in that mode. The types of actions you can perform on rows of data depend on the data row type. When you retrieve, modify, or insert rows in a table, the Update/Display, Include History, and Correct History actions apply specific rules based on the effective date. The action type that you select will dictate whether you can access certain fields and what you can do with each type of row. Action Button View Change Future only Future only Insert New Rows Effective date greater than or equal to current row. Effective date greater than or equal to current row.

Current, Update/Display Future Include History History, Current, Future

History, All existing No effective date restrictions. Current, rows Correction Future Note: Sometimes these actions appear as check boxes on the search page.

Effective Dates
Effective-dating logic enables PeopleSoft to maintain accurate historical information. Effective dating allows storage of historical data, viewing of changes in data over time, and entry of future data. For example, you may want to track several events in the career of a student, such as when they applied, was accepted, and graduated. By inserting rows of data based on the students ID, you can build their history. (See Add a Row section for how-to steps.) When you enter new information that is related to existing data, you don't want to lose or overwrite the data already stored in the database. To retain history, you add a data row identified by the date when the information goes into effect: the Effective Date. You can use the information to look at what's happened in the past and plan for the future. PeopleSoft categorizes effective-dated rows into the following basic types:

Page 14 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Effective Dating Current

Description The data row with the date closest tobut not greater thanthe system date. Note: Only one row can be the current row. Data rows that have effective dates earlier than the current data row. Data rows that have effective dates later than the system date.

History Future

Page 15 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Identifying Parts of the PeopleSoft Window

It will also be helpful if you familiarize yourself with the types of page elements you will encounter on pages and how they work. We use many different types of elements to organize information on pages and to enable you to enter data.

Navigation Header
The navigation header area in PeopleSoft remains static as you navigate through your pages. The navigation header contains a link back to your Home menu and a Sign Out button.

Button Home Worklist

Description Takes you back to your Home menu, the first menu column. Worklists are prioritized lists of the work items that a person (or group of people) has to do. When work is routed to a PeopleSoft user, it is put in the users worklist. To work on an item, the user selects it from the worklist and is presented with the appropriate page to begin work. If you are defined as an agent in PeopleSoft MultiChannel Framework, click to access and manage tasks assigned to you. This is an optional setting that your system administrator enables. If you do not have access to this feature, the system displays a warning message to that effect. Enable users to create their own list of bookmarks. This is the proper way to Sign Out of ASU when you are done. Tip: Be sure to save before you Sign Out. Connects you to a context sensitive help item in PeopleBooks if possible.

MultiChannel Console

Add to Favorites Sign Out

Help

Page 16 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Breadcrumbs
The breadcrumbs display just below the navigation header. The breadcrumbs are underlined links that indicate where you have navigated in the application. Use the breadcrumbs to return quickly to a particular level of the menu. They also serve as a quick reference to where you are in the system when you are on a page.

Components and Page

Learn more about components and pages in the Working with Components and Pages section.

Toolbar Buttons
At the bottom of most pages you'll find the toolbar, which changes depending on the type of page you are in. The toolbar may include search list navigation buttons, page navigation buttons, and page action buttons. The toolbar changes depending on the type of page that's active; therefore not all buttons shown below will display on every page. Likewise, some buttons may be grayed out, indicating that that action is not available to you at that time. Button Name Save Description Sends the information you've entered on the page to the database. You'll generally save when you come to the end of a component. The Save command always updates the data for all pages in a group. Upon save, the system briefly displays the "Saved" message in the upper right corner of the page.

Page 17 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Previous in List

Displays the data for the previous data row in your search results grid. This button appears gray if you didn't select the data row from the search results grid, if there was only one row in the grid, or if the data displayed is the first row in the grid. Displays the next page in the current component. If you are in the last page of the component, this button is gray. Displays the previous page in the current component. If you're in the first page of the component, this button is gray. Accesses existing rows of data on the database. If data is effective-dated, displays only current and future rows. Displays all rows of data: current, future, and history. Accesses existing rows of data in the database and displays all effective-dated rows. Allows you to update all rows, including history rows. Forces the page displayed to reload, thereby validating that the most current information is displayed. Displays when there are several pages that are related to the current page. Clicking this button opens a new page with a list of related page links; like a pop-up menu button.

Next page in component Previous page in component Update/Display

Include History Correction

Refresh page

Go To Page Menu

Page 18 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Working with Components and Pages

Components consist of several pages within the same window that pertain to a specific task. Usually these are related pages and need to be completed together. Components contain page tabs with each tab containing a related page. As you finish with one page, click the page tab of the next page to open it. You can think of this as leafing through several pages of a single form: if you have to enter more information than fits on a single page, you simply move to the next page to complete the process. Components are accessed from the menu. Select the desired menu items from the Home menu until the final column becomes a list of underlined links. These links, when clicked with your mouse, will eventually either bring you to a single page or open the first of several pages in a component. A Page is the individual display and data-entry screen for each part of PeopleSoft. Pages are the primary way for you to view and alter PeopleSoft data. You'll use pages to view, enter, and update data. Each page display also provides features in the form of buttons or links to help you navigate through the system. Page Tabs identify the page you are viewing and allow you to navigate through a component. The white page tab indicates that page that is being displayed. Components

Page Tabs

Page 19 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Move Between Pages

To move between pages, simply click on the tab of the page you wish to use. In addition to clicking page tabs, you can also click the page links at the bottom of each page in the component to move to the next page. Alternatively, you can press the corresponding page tab access keys. (e.g. [Alt]+R and then [Enter]) Note: All pages in a group have the same search record so the prompt in the initial search dialog box is the same regardless of which page you access firstand you won't be prompted to enter new search criteria as you move from page to page in the component.

Save Component Data Entry

Pages in a component are treated as a single entity when you try to save data. When you data on all the pages is committed to the database. You may be prompted click, at this time to enter data in required fields, if the system has not prompted you to do so already. If you click on any of the navigation headings in the breadcrumbs before you save your data, the system will prompt you to save your data with the following message:

If you want to save your data, click [OK] on the above message and then [SAVE] your work. If you do NOT want to save your data, click [Cancel].

Components with Related Links

Occasionally you will see pages that, in addition to having links to other pages in the component, have links to related components or pages. You may click any one of these links to access that page or component for the record you currently have open. This convenience allows you to move easily to related transactions to enter or view data without going through the search process again. When you click a component link, you'll notice that the new transaction contains the same component links, enabling you to return to the original transaction if desired. The component or page in which you are working appears in black text and is not underlined. Some components may identify these related links in another way. For example, you might see the button [Go] along with the related links at the bottom of a page. You may
Page 20 of 40 Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

also see a drop-down list box with the word More, containing several more related transaction links. When you have finished making changes in your component you will be prompted to save if necessary. Related Link Samples:

and

Page 21 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Opening a New Window

At the top of all Pages you will notice the New Window link. Clicking this link will open a new browser window, or child window, showing the menu navigation to your current position at menu level 3. From this point you can open a new transaction to view or enter new data. However, certain browsers do not support multiple browser windows using the New Window link.

Tips for Using New Window

There are certain rules of thumb to keep in mind when using the New Window feature: Before opening a new window, save any changes made in the current window. If the session times out while you are working in a new window, you may lose any unsaved changes. Only use the New Window feature once to open up one additional new window. To be safe, it may be better for you to just open another instance of your browser. (e.g. open Internet Explorer another time and log on)

Page 22 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Identifying Types of Data Entry Fields

On pages, you'll see several types of data-entry fields, each designed to offer different ways to enter and maintain information. The different kinds of data-entry fields serve a common purposeto provide you with a simple way to enter and update data in your tables. You'll type data directly into some fields, such as edit boxes and long edit boxes. Other data-entry fields (such as radio buttons and drop-down list boxes) present you with a list of choices. Understanding how to use each type of data-entry element will help you use the system more efficiently.

Types of Data-Entry Fields

Data-entry elements, which are always associated with specific database fields, include the following:

Field Type Check Box or

Description Small, square box that enables or disables an option. Typically, you select the check box by clicking within it this adds a check mark and the option becomes enabled. Click it again to clear the check box and the option is disabled. The spacebar can also be used to check and uncheck. Rectangular box similar to an edit box with a down arrow prompt button within the box. Clicking the prompt button expands the box to display a list of valid values from which you can select a single option. Typing the first character of a value will jump you to an item that starts with that character; Press again to jump to the next value in the list. Rectangular box into which you enter data. The size of the edit boxthe number of characters you can enteris determined by the length of the database field. Edit boxes for fields with prompt tables have a magnifying glass prompt button to the right. Entry fields arranged like a spreadsheet with a navigation (Add) and/or (Delete) buttons for bar or footer and each row. Long rectangular box into which you enter long free form text items such as comments. Small round button that represents one option in a group of mutually exclusive options. Only one radio button in a group can be selected at one time (by clicking it). The
Last Revised 10/16/2006

Drop-Down List Box

Edit Box

Grid

Long Edit Box

Radio Button or
Page 23 of 40

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Field Type

Description spacebar can also be used to select and unselect.

Required Fields * An *asterisk in front of a data-entry field on a page indicates a required field. A required field means you must enter data into that field if you want to continue on to the next field or to save the page. In some cases, you may not be informed of a required field until you attempt to save or leave the page. If you save the page before entering data, the field will turn red and an error message dialog will display on your page. Click [OK] on the error message and enter the correct data in that field. Required fields are often drop-down lists or are accompanied by a prompt button to assist you in entering the correct data. Make use of these prompts to help you find the correct data. Examples of Required Fields (note the * before each field):

Page 24 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Data Navigation
Tab Between Fields
To move among the data-entry fields on a page, press the [Tab] key or click once on the field. The [Tab] key moves you one field at a time in a sequence determined in the page definition. To get to the next field press the [Tab] key again. [Shift]+[Tab] moves you back a field rather than forward.

Grids & Scroll Areas

On some pages, you may want some of the fields to repeat so that you can enter multiple rows or occurrences of data. For this purpose, we use grids and scroll areas on a page. Grids and scroll areas give you the ability to add, edit, and view multiple occurrences of data for a group of fields on one page. Each time you add a new row, you are actually adding a new row of data to the database. Grid controls resemble and behave like an embedded spreadsheet with column headings, rows, and cells. The cells are generally equivalent to regular edit boxes and allow you to enter data as if you were in a spreadsheet program. Or, you might see a grid that contains a drop-down list box, check box, image, link, or button, in addition to edit boxes. Also, the cells may sometimes contain display-only information (like the example below). To navigate through the data in the grid, use buttons and links in the navigation header. When you add a new row, it is placed below the row in which you are clicking Add button .

Tabbed Grids

Tabbed grids provide a means of viewing multiple columns of information without having to scroll to the right to view them. By clicking the tabs just below the grid navigation bar, you can view the remaining columns of data for your grid. Alternatively,
Page 25 of 40 Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

some grids may have an Expand All button to the right of the tabs that enables you to expand the grid columns to the right such that no tabs are showing. You may then move between all the columns by pressing the Tab key or using your browsers horizontal scroll bar. To return the grid to its tabbed state, click the button.

Scroll Areas
A scroll area behaves like a grid, in that each occurrence represents one row of data in the database. You'll notice, however, that within a scroll area the fields are randomly arranged rather than setup like a spreadsheet. A scroll area looks like a group box with navigation tools in the navigation header. It does not actually contain a scroll bar that you would use to scroll up and down between the various rows. Instead, you use the buttons and links in the areas header to help you "scroll" through the data rows (e.g. View, All, First, Last, Next, Previous)

This is the scroll area

Data Grid Navigation

Grids and scroll areas contain the same type of navigation structure. Instead of a traditional scroll bar to scroll through the rows of data, we use navigation buttons and links. The table below shows the action options and their function. You will find these buttons or links in the navigation header, within the row itself, or to the right of the tabs in a tabbed grid as appropriate.

Button or Link or or

Function Inserts a new row. Deletes the current row of data. In tabbed grid only, expands grid columns to the right so tabs are no longer needed. In tabbed grid only, expanded grid is returned to tabbed state.

Page 26 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Button or Link Find View All

Function Enables you to find a specific row of data. Displays all rows of data on a page. When this feature is enabled, the link changes to read View 1 so that you can return to the original setting. Takes you to the first row of data. Displays the previous row. Displays the next row of data.

First

Last

Takes you to the last row of data.

Keyboard Shortcuts
Working in an Internet browser-based environment can often be very mouse intensive. There are many keyboard navigation alternatives to using the mouse in the browser. We call these Keyboard Shortcuts. Keyboard Shortcut keys perform an immediate action. When you press any of the key combinations below, the designated action occurs. Tip: To view a printable list of these shortcuts while on-line, press [Ctrl]+[K] while in a search or transaction page. Note: You'll notice that several hot keys perform different functions depending on the page you are in, such as a transaction page or a search page.

Shortcut Key [Alt]+5 [Alt]+6

Button or Link

Action Opens lookup page. Opens the calendar prompt. Opens the pop-up window on a page.

[Alt]+7

Inserts one or more rows in a grid or scroll area. Deletes row in a grid or scroll area.

[Alt]+8

[Alt]+0
Page 27 of 40

When in Expert Entry mode,

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Shortcut Key [Alt]+ . [Alt]+ , [Alt]+ \

Button or Link

Action validates data entered in page. Next in grid, scroll, or search page results list. Previous in grid, scroll area, or search page results list.

Add a New Value Find an Existing Value

Toggles between "Add a New Value" and "Find an Existing Value" in a Search page. Find data in grid or scroll area. View all rows of data in grid, scroll area or search page results list. When in a search page or transaction page, opens a page with a list of keyboard navigation shortcuts using hot keys and access keys. Activates the Okay button where appropriate. On a Search page, activates the search button. On a Lookup page, activates Lookup button.

[Alt]+ / [Alt]+ ' [Ctrl]+ K

Find View All --

[Enter]

[Esc]

Activates the cancel button where appropriate.

Shortcut Access Keys

Access keys move the focus of your cursor to a particular push button on your page. Pressing [Enter] executes the commandthe equivalent of clicking the button with your normal select mouse button. The table below outlines the shortcuts you may use in place of clicking the equivalent action button with your mouse. After pressing the desired key combination from the list below, you must then press the [Enter] key to execute the action. For example, to save a page you would press Alt+1 followed by the [Enter] key. Note: Some access keys have multiple actions assigned to them, and their usage depends on the currently active page.

Page 28 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Shortcut Access Key [Alt]+1, [Enter]

Button or Link

Action Save page in a transaction. Move to Search or Add button on a Search or Prompt page. Move to OK button on an auxiliary page. Return to search page from transaction page. View next row in list when button is active. View previous row in list when button is active.

[Alt]+2, [Enter] [Alt]+3, [Enter] [Alt]+4, [Enter] [Alt]+9, [Enter] [Alt]+ \, [Enter] Home>

Toggles between menu items in the breadcrumbs Toggles between action modes on the toolbar in a transaction page.

Menu Navigation Access Keys

Navigating between menus can be tiresome when you have to constantly revert to the mouse. By using a combination of the menu access keys (Alt+1, Alt+2, Alt+3 and Alt+4), the [Tab] key, and the [Enter] key, you can reduce your dependence on the mouse.

Menu Symbols [Alt]+1, 2, 3 or 4 [Tab] key

Description Moves focus across menu levels resting on the uppermost menu item for that column. Moves focus to the next menu item in the current column or to the top of the next column if on the last menu item. Opens the next menu level or the search page for the selected component.

[Enter] key

Move Between Page Tabs

There are three options to move between page tabs within a component:
Page 29 of 40 Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

1. Click the page links at the bottom of each page in the component to move to another page. 2. Press the corresponding page tab access keys. Press [Alt] and the underlined character on the tab you want to switch to and then press [Enter]. (e.g. [Alt]+[A] and then [Enter]) 3. Click on the tab of the page you wish to view.

Adding and Deleting Rows

Add a Row When entering data, it is necessary to add rows to input additional information into the system. Adding rows allows you to include more information in one record, such as recording additional service indicators. Adding rows is also useful because it allows you to build a historical record of events. Using rows of data allows you to add additional sets of information to a record without having to overwrite the original information entered. Rows can have dates associated with them; however, dates are not always required. Dated rows are used whenever it is necessary to keep historical records of all the information entered into the system. To add a new row entry: Step 1. Action Click the Add button in the area you want to add a new row. Result A new blank row is available. Note: The Row Counter
Page 30 of 40 Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Step 2. 3.

Action Enter the needed information. Click .

Result has increased by 1. Fields are filled in. The new row is saved to the record.

!WARNING! If you forget to insert a new row, any data you enter will overwrite the existing data in that row. The system does not prompt you to insert a row; it assumes that you want to type over existing information. However, the changes you make will not take effect until you save the page. If you exit the page without saving, the data you accidentally typed over will remain intact.

Page 31 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Delete a Row
You can delete rows of data by clicking the button. By deleting a row you are permanently deleting this line item from the record. Note: In many areas on campus, it is important NOT to ever delete rows of data. The history is very important to keep. Verify that deleting a row is acceptable in your process. To delete a row: Step 1. Action Select the row you want to delete by clicking a field in the row you want to delete. Click the Delete button. . Result Selected field is activated.

2.

The system confirms the deletion asking if you want to proceed. It also reminds you that the row will not be deleted from the page until you save the transaction; however, the row is automatically removed from the grid or scroll area.

3. 4.

Click [OK]. Click .

The deleted row is removed from the page. The deleted row is now permanently removed from the record.

If you have not saved the information yet, you can retrieve the row just deleted by clicking the Back button in your browser or close the transaction without saving your changes. Any other changes you made to the page will not be saved.

Page 32 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Glossary of PeopleSoft Terms

academic career In PeopleSoft Enterprise Campus Solutions, all course work that a student undertakes at an academic institution and that is grouped in a single student record. For example, a university that has an undergraduate school, a graduate school, and various professional schools might define several academic careersan undergraduate career, a graduate career, and separate careers for each professional school (law school, medical school, dental school, and so on). In PeopleSoft Enterprise Campus Solutions, an entity (such as a university or college) that is independent of other similar entities and that has its own set of rules and business processes. In PeopleSoft Enterprise Campus Solutions for most cases, academic groups are defined as the next level of structure below academic institution. However, academic groups can occur at any level within the academic organization structure. It is not essential for academic groups to follow the same hierarchical structure as academic organizations as they serve different purposes. In PeopleSoft Enterprise Campus Solutions, an entity that is part of the administrative structure responsible for the management of courses and classes within an academic institution. At the lowest level, an academic organization might be an academic department. At the highest level, an academic organization may represent a division or institution. In PeopleSoft Enterprise Campus Solutions, an area of study such as a major, minor, or specializationthat exists within an academic program or academic career. In PeopleSoft Enterprise Campus Solutions, the entity to which a student applies and is admitted and from which the student graduates. In PeopleSoft Enterprise Campus Solutions, a grouping of address types defining the order in which the address types are used. For example, you might define an address usage code to process addresses in the following order: billing address, dormitory address, home address, and then work address.

academic institution academic group

academic organization

academic plan

academic program

address usage

Page 33 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

adjustment calendar

In PeopleSoft Enterprise Campus Solutions, the adjustment calendar controls how a particular charge is adjusted on a student's account when the student drops classes or withdraws from a term. The charge adjustment is based on how much time has elapsed from a predetermined date, and it is determined as a percentage of the original charge amount. In PeopleSoft Enterprise Campus Solutions, a designation used to distinguish first-year applications from transfer applications. In PeopleSoft Enterprise Campus Solutions, the one career under which other careers are grouped for billing purposes if a student is active simultaneously in multiple careers. In PeopleSoft Enterprise Campus Solutions, an entity that is usually associated with a distinct physical administrative unit, that belongs to a single academic institution, that uses a unique course catalog, and that produces a common transcript for students within the same academic career. In PeopleSoft Enterprise Campus Solutions, a broad grouping to which specific comments or communications (contexts) are assigned. Category codes are also linked to 3C access groups so that you can assign data-entry or view-only privileges across functions. In PeopleSoft Enterprise Campus Solutions, a code that represents a list of planned or completed action items that can be assigned to a staff member, volunteer, or unit. Checklists enable you to view all action assignments on one page. In PeopleSoft Enterprise Campus Solutions, a specific offering of a course component within an academic term. See also course. In PeopleSoft Enterprise Campus Solutions, the highest level of the three-level classification structure that you define for enrollment management. You can define a cohort level, link it to other levels, and set enrollment target numbers for it. See also population and division.

admit type

billing career

campus

category

checklist code

class

cohort

Page 34 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

course

In PeopleSoft Enterprise Campus Solutions, a course that is offered by an institution and that is typically described in a course catalog. A course has a standard syllabus and credit level; however, these may be modified at the class level. Courses can contain multiple components such as lecture, discussion, and lab. See also class. In PeopleSoft Enterprise Campus Solutions, a tag that defines a set of requirement groups that can share courses. Course share sets are used in PeopleSoft Enterprise Academic Advisement. A method of dating information in PeopleSoft applications. You can predate information to add historical data to your system, or postdate information in order to enter it before it actually goes into effect. By using effective dates, you don't delete values; you enter a new value with a current effective date. In PeopleSoft Receivables, an item that either is a deduction or is in dispute. In PeopleSoft Enterprise Campus Solutions, a combination of a period of time that the school determines as an instructional accounting period and an academic career. It is created and defined during the setup process. Only terms eligible for financial aid are set up for each financial aid career. A Financial Aid term that means an amount of unmet financial aid need that is not funded with Title IV funds. In PeopleSoft Enterprise Campus Solutions, a gap can be used to prevent fully funding any student to conserve funds, or it can be used to preserve unmet financial aid need so that institutional funds can be awarded. Abbreviation for general ledger business unit. A unit in an organization that is an independent entity for accounting purposes. It maintains its own set of accounting books. See also business unit.

course share set

effective date

exception financial aid term (FA Term)

gap

GL business unit

Page 35 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

GL entry template

Abbreviation for general ledger entry template. In PeopleSoft Enterprise Campus Solutions, a template that defines how a particular item is sent to the general ledger. An item-type maps to the general ledger, and the GL entry template can involve multiple general ledger accounts. The entry to the general ledger is further controlled by high-level flags that control the summarization and the type of accountingthat is, accrual or cash. Abbreviation for General Ledger Interface process. In PeopleSoft Enterprise Campus Solutions, a process that is used to send transactions from PeopleSoft Enterprise Student Financials to the general ledger. Item types are mapped to specific general ledger accounts, enabling transactions to move to the general ledger when the GL Interface process is run. In PeopleSoft Enterprise Campus Solutions, a type of security access that permits the user only to view data. See also update access. In PeopleSoft Enterprise Campus Solutions, an entity (such as a university or college) that is independent of other similar entities and that has its own set of rules and business processes. In PeopleSoft Enterprise Campus Solutions, a process that enables you to change a payment allocation without having to reverse the payment. In PeopleSoft Enterprise Campus Solutions, one letter that is addressed jointly to two people. For example, a letter might be addressed to both Mr. Sudhir Awat and Ms. Samantha Mortelli. A relationship must be established between the two individuals in the database, and at least one of the individuals must have an ID in the database. In PeopleSoft Enterprise Campus Solutions, a term that you link to particular elements within PeopleSoft Student Financials, Financial Aid, and Contributor Relations. You can use keywords as search criteria that enable you to locate specific records in a search dialog box.

GL Interface process

inquiry access

institution

item shuffle

joint communication

keyword

Page 36 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

location

Locations enable you to indicate the different types of addressesfor a company, for example, one address to receive bills, another for shipping, a third for postal deliveries, and a separate street address. Each address has a different location number. The primary locationindicated by a 1is the address you use most often and may be different from the main address. In PeopleSoft Enterprise Campus Solutions, mass change is a SQL generator that can be used to create specialized functionality. Using mass change, you can set up a series of Insert, Update, or Delete SQL statements to perform business functions that are specific to the institution. See also 3C engine. A Financial Aid term that means the difference between the cost of attendance (COA) and the expected family contribution (EFC). It is the gap between the cost of attending the school and the students resources. The financial aid package is based on the amount of financial need. The process of determining a students need is called need analysis. In PeopleSoft Enterprise Campus Solutions, need is calculated during financial aid processing for the aid year. In PeopleSoft Enterprise Campus Solutions, the useraccessible menu item that contains an individual's name, address, telephone number, and other personal information. In PeopleSoft Enterprise Campus Solutions, students who are interested in applying to the institution. The management of security by specific values within a record group. In PeopleSoft Enterprise Campus Solutions, individual user ids are setup with access to specific combinations of institution, career, programs, plans, service indicators, and academic organizations. Security setup may be accomplished through trees or page setups as appropriate. A run control is a type of online page that is used to begin a process, such as the batch processing of a payroll run. Run control pages generally start a program that manipulates data. A unique ID to associate each user with his or her own run control table entries. In PeopleSoft Enterprise Campus Solutions and PeopleSoft Enterprise Human Resources Management Solutions, a feature that enables you to search for and identify duplicate records in the database.
Last Revised 10/16/2006

mass change

need

personal portfolio

prospects Row level security

run control

run control ID search/match

Page 37 of 40

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

seasonal address

In PeopleSoft Enterprise Campus Solutions, an address that recurs for the same length of time at the same time of year each year until adjusted or deleted. In PeopleSoft Enterprise Campus Solutions, time elements that subdivide a term into multiple time periods during which classes are offered.. See communication key. The graphical hierarchy in PeopleSoft systems that displays the relationship between all accounting units (for example, corporate divisions, projects, reporting groups, account numbers) and determines roll-up hierarchies. A system edit table that stores codes and translate values for the miscellaneous fields in the database that do not warrant individual edit tables of their own. Abbreviation for Communications, Checklists, and Comments engine. In PeopleSoft Enterprise Campus Solutions, the 3C engine enables you to automate business processes that involve additions, deletions, and updates to communications, checklists, and comments. You define events and triggers to engage the engine, which runs the mass change and processes the 3C records (for individuals or organizations) immediately and automatically from within business processes. Abbreviation for Communications, Checklists, and Comments group. In PeopleSoft Enterprise Campus Solutions, a method of assigning or restricting access privileges. A 3C group enables you to group specific communication categories, checklist codes, and comment categories. You can then assign the group inquiry-only access or update access, as appropriate. In PeopleSoft Enterprise Campus Solutions, a type of security access that permits the user to edit and update data. See also inquiry access.

session

speed key Tree

Translate table

3C engine

3C group

update access

Page 38 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Notes

Page 39 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.

PeopleSoft Basic Navigation

Notes

Page 40 of 40

Last Revised 10/16/2006

Proprietary and Confidential to Arizona State University and CedarCrestone, Inc.