TCSI Reporting Scheduler (Optional Solution)
Introduction
The TCSI Reporting Scheduler is a paid optional solution where an automation engine is available for Student, Course Admission, and Unit Enrolment Packets in the system. The scheduler is developed to facilitate TCSI data reporting via automation.
The feature allows to schedule automatic reporting of Student, Course Admission and Unit Enrolment Packets for different reporting types (HEP/PIR and VSL).
To access the feature go to the TCSI Reporting Tab on the homepage.
User Role – The configuration for the TCSI Reporting Scheduler is available for the Sadmin and Admin users to set up.
For the Student, Course Admission and Unit Enrolment Packets, in the reporting grid, the Schedule Reporting option will appear:
Configuration:
The PRODA Config page is now renamed to Configuration. Under the Configuration page, there is now the PRODA setup as well as the setup for Mail sending notification for the scheduler. The 2nd part regarding the mail setup only appears when the TCSI automation feature is enabled for a platform.
The email configuration is designed to facilitate the users to set preferences for automation result summary to be received via email.
The default selection for Email Configuration for TCSI Reporting via Automation is Mail Sending Disabled.
When the mail sending is disabled, the summary report of the TCSI automation run is not sent to any email addresses. The system will not send emails for the task completion and result but will process the data as required and will also create the summary report to be viewed in the UI.
However, the user can choose to setup the email addresses where they would like the emails to be sent. When the user specifies to send emails to users, the system will trigger an email to the selected emails once the TCSI automation task is completed. The email will contain the report of the data processed to TCSI which can also be checked in the UI under the Automation Result page.
When the selection is changed to Send Email to Specified emails, the fields open up. The From email pre-populates the user email and To email shows the options from college email setup under Admin and Configuration. The cc emails can also be selected to populate from the dropdown.
Notes
The From and To Email lists populate the email addresses from the College Info setup. It also shows the college email of the staff setting up the email preference.
The CC email list only populates all college email addresses of Active Sadmin and Admin users.
Once the email configuration is saved by the user, the success message appears as below:
Upon reloading the page, the system shows the last configuration details (user, date and time).
Note – The system will use this email configuration to send the summary or the automation result of the engine run. If the email sending is disabled, no email will be received for the automation run and the user will have to view the automation results in the user interface only.
Schedule Reporting
To schedule reporting for any of the mentioned 3 packets, there are 2 ways the user can access the reporting schedule page.
The user can go to TCSI >> Reporting grid and click on Schedule Reporting. This will then redirect the user to a new page where the reporting for the packets can be scheduled.
Alternatively, when on the main reporting page, if the selected packet is Student, Course admission or Unit enrolment, there will be an additional button for Schedule Reporting along with the View Data option. Clicking the Schedule Reporting button will redirect the user to the Schedule Reporting page where the the packet and other fields auto-selected as per the selections from the main API reporting page:
Based on the selections the user make for the specified packet, the schedule for the reporting can be configured.
Note – Duplicate schedules cannot be set for the combination of Packet, Report Type, Status, and Schedule Date.
If the user tries to set a duplicate schedule or engine run, the system will display an error:
For each packet reporting, the user has the following combinations available to set the automation for reporting:
Packet | Combination | Notes |
Student | Student + New (Not Processed) Records | This will process the new or unprocessed records for TCSI. Successful submissions will return a new UID. |
Student + Update (Processed) Records with Update Trigger (Not applicable for PIR) | This will process any records where there is an Update Trigger available to sync the updates. The existing UID will not change. | |
Course Admission | Course Admission + New (Not Processed) Records | This will process the new or unprocessed records for TCSI. Successful submissions will return a new UID. |
Course Admission + Update (Processed) Records with Update Trigger (Not applicable for PIR) | This will process any records where there is an Update Trigger available to sync the updates. The existing UID will not change. | |
Unit Enrolment | Unit Enrolment + New (Not Processed) Records | This will process the new or unprocessed records for TCSI. Successful submissions will return a new UID. |
Unit Enrolment + Update (Processed) Records with Update Trigger (Not applicable for PIR) | This will process any records where there is an Update Trigger available to sync the updates. The existing UID will not change. |
On the Schedule Reporting page, there are only 3 packets available and the user can filter the grid by Completed or Not Completed schedules.
To set a schedule, the user can either keep the default selection or change the packet, status and reporting period details if required.
Once the user selects the filters and engine run date, the packet run gets established.
Note – The automation schedule can be set for up to 30 days in advance and the system will pick up the real-time data at the time of engine run. The engine runs at 4:00 AM every morning.
Once the user clicks on Schedule run, the system shows a message for the user to confirm the setup upon which the engine run is configured for the specified date and the record appears in the grid as below:
There are 2 options that appear in the grid to serve the following purpose:
Check Data – This option allows to view the data that is expected to be processed in the specified engine run. The data under this option will show the records from the main API grid based on the packet type and date range.
Delete – This option only appears for the schedules that haven’t been processed. The delete option allows the users to remove the set schedule and reconfigure, if required. Once the user clicks the delete button, the system shows a prompt to confirm the deletion, upon which the schedule is deleted.
Note – If the schedule has been completed, the Delete button can no longer be used to remove the schedule. After a schedule has run, the buttons change to View Details.
For any packets where the engine run has been completed, the buttons change to View Details as shown below. This allows the user to view a summary of the engine run and to view the results.
When the user clicks on this button, they are directed to the Automation Result page to view the results of the engine run.
Automation Result
The page allows the users to view the results of the previous schedules that have been completed. To view the results, the user can filter out the engine run details from the dropdown and the grid will load the data. The records are arranged in a descending order and can be filtered by Student, Course Admission or Unit Enrolment packet.
If the user clicks on View Details from the Schedule Reporting page, the system directs them to the selected packet’s automation results automatically.
After an engine run is selected to view the results, the data related to that run appears in the grid with an Export Button allowing users to download the summary. This export file contains the error, warning as well as the success details.
Overall, in the whole process, if the user has the mail sending enabled, an email is received by the specified list of users containing a zip folder. The folder includes the files of the processed data.
Notes:
The B2B device used for the TCSI integration service in the Meshed system must be active for the automation to process data.
If the B2B device is inactive or the TCSI production environment is experiencing an outage during the engine run, no data can be processed.
The manual process of reporting the packets remain operational as existing.
Any errors received for any student, course admission or unit enrolment records must be fixed by the users manually.