First Release Version

69.22

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Confirm Details - Glossary

Term	Definition
Confirmation Period	A time period which schools set, and during which student contacts are asked to check, update and confirm their families 'My Details' in Community Portal.
Community Member whose My Details are being confirmed	The Community Member whose My Details need to be confirmed. Referred to as Confirmee in Maint, Note: Listed in the ID column of the Maint tab of Current Student Maintenance and the Name column of Audit and Action Centre messagesmessage.
Confirmer (Approver)	The Community Member who is confirming the My Details of another Community Member (or themselves).
Fully Confirmed	When a Community Member has confirmations for all of the My Details Groups in a Confirmation Period, with the confirmations being in the periods open to close dates, then they are Fully Confirmed in that Confirmation Period.
Impersonation	Community Portal allows staff to log-in "as" a family member and impersonate a family member. While impersonating they have the ability to do all functionality that the impersonated family member can.
My Details	My Details - a tab in Community Portal in which are listed the personal details of family members. Community members identified as approvers are able to edit and confirm My Details.
My Details Group	My Details are grouped in to 'like' Groups, eg Personal Information, Medical and Immunisation information, Census Information, etc.

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Within My Details there are visual queues cues for who and where confirmation is required. As confirmations are completed these visual queues cues disappear. When a families My Details are fully confirmed, then there will be no Confirm My Details visual queues cues remaining visible in Community Portal.

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Every confirmation transaction activity made, who made it and who it was made for
The nightly status of every Confirmee Community member whose details need to be confirmed for every Open and Active Confirmation Period they are in

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Field

Description

Seq

The sequence number of the Confirmation Period row in the Look Up table.

ConfirmationDescription

Description of the Confirmation Period

OpenDate

Date from which the Confirmation Period will appear in Community Portal, Synergetic Application, Synergetic Web, Action Centre Messages, Reports, etc

RequiredDate

From this date the school considers any outstanding My Details confirmations as overdue. On 'Required Date' the 'Portal Message Overdue' header banner displays in Community Portal.

PortalCutOffDate

An in-built extension to Required Date; between Required Date and up to and including the Cut-Off Date, non confirmed Community Members are considered late, but can still make confirmations.

The 'Portal Message Overdue' displays in Community Portal as a header banner.

CloseDate

The last day upon which the Confirmation Period will appear in 'Confirm Details' tabs in SynMain and Synergetic Web.

Campus

Only students and their Contacts from this Campus will be included in the Confirmation Period as ConfirmeesCommunity members whose details need to be confirmed. Either All (blank) or one Campus only, can be selected.

YearLevelFrom

Only students and their contacts in this Year Level or higher will be included in the Confirmation Period as confirmees Community members whose details need to be confirmed.

YearLevelTo

Only students and their contacts in this Year Level or below will be included in the Confirmation Period as confirmees Community members whose details need to be confirmed.

Info
Note: Ensure that Year Level To is greater than Year Level From.

PortalMessage

This message will display as a header banner in Community Portal from Open Date to the day before Required Date.

Message can include a html link in the form:

<a href="https://www.w3schools.com/SynergeticCommunityPortal/MyDetails.aspx">Please confirm all My Details for your family.</a>

PortalMessageOverdue

This message will display as a header banner in Community Portal from Required Date up to and including Portal Cut-Off Date.

Message can include a html link in the form:

<a href="https://www.w3schools.com/SynergeticCommunityPortal/MyDetails.aspx">Please confirm all My Details for your family.</a>

IncludeCurrentStudentsAndContacts

Include Current students and their student contacts in the Confirmation Period.

Student contacts are included if one or more of the Include SC flags below is On.

IncludeFutureStudentsAndContacts

Include Future students and their student contacts in the Confirmation Period.

Student contacts are included if one or more of the Include SC flags below is On.

IncludeAllSCContacts

Include all types of student contacts for students included in the Confirmation Period. (If this Flag is on, this flag overrides the next 4 Include contacts flags

IncludeLivesWithContacts

Include student contacts marked as living with the student. * See Note

IncludeParentContacts

Include student contacts marked as parents of the student. * See Note

IncludeMailContacts

Include student contacts marked as mail contacts of the student. * See Note

IncludeReportsContacts

Include student contacts marked as receiving reports on the student. * See Note

IncludeOtherConstits

** Reserved for future use. Not currently in use. **

ConfirmStudentPersonal

Include the My Details Group - 'Personal' for students in the Confirmation Period. If 'On', Personal information will need to be confirmed for students included in the Confirmation Period.

ConfirmStudentMedical

Include the My Details Group - 'Medical' for students in the Confirmation Period. If 'On', Medical information will need to be confirmed for students included in the Confirmation Period.

ConfirmStudentImmHC

Include the My Details Group - 'Immunisation and Health Care' for students in the Confirmation Period. If 'On', 'Immunisation and Health Care information will need to be confirmed for students included in the Confirmation Period.

ConfirmStudentReqs

Include the My Details Group - 'Requirements' for students in the Confirmation Period. If 'On', 'Requirements the student has will need to be confirmed for Students included in the Confirmation Period.

ConfirmStudentAbilities

Include the My Details Group - 'Abilities' for students in the Confirmation Period. If 'On', Student Abilities will need to be confirmed for students included in the Confirmation Period.

ConfirmStudentLegal

Include the My Details Group - 'Legal' for students in the Confirmation Period. If 'On', Legal information will need to be confirmed for students included in the Confirmation Period.

ConfirmStudentCensus

Include the My Details Group - 'Census' for students in the Confirmation Period. If 'On', Legal information will need to be confirmed for students included in the Confirmation Period.

ConfirmContactCommunityPersonal

Include the My Details Group - 'Personal' for student contacts in the Confirmation Period. If 'On', Personal information will need to be confirmed for student contacts included in the Confirmation Period.

ConfirmContactCommunityAddresses

Include the My Details Group - 'Addresses ' for student contacts in the Confirmation Period. If 'On', the Address of student contacts included in the Confirmation Period will need to be confirmed .

ConfirmContactCommunityOccupation

Include the My Details Group - 'Occupation' for student contacts in the Confirmation Period. If 'On', the Occupation of student contacts included in the Confirmation Period will need to be confirmed .

ConfirmContactCommunityCensus

Include the My Details Group - 'Census' for student contacts in the Confirmation Period. If 'On', the Census of student contacts included in the Confirmation Period will need to be confirmed .

ActiveFlag

Whether the selected Confirmation Period is active.

ModifiedDate

Date Confirmation Period last modified.

ModifiedUser

User Confirmation Period last modified by.

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This is a Community Member who meets the requirements of a Confirmation Period; and is thus, someone who must have their My Details confirmed. Such a Community Member is sometimes referred to as a Confirmee. If If such a Community Member has all of their My Details Groups within a Confirmation Period confirmed, then they are fully confirmed.

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A sequence number for the confirmationWho the Confirmee was
Community member whose details need to be confirmed
What My Details Group was confirmed
When the confirmation is "As At"
Who the Confirmer was
When the confirmation actually happened
Who actually made the confirmation
A Reason for the confirmation

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A Confirmer logs into Community Portal
- the system determines who of the family requires confirmation (confirmees) and displays them, based on the Community Portal configuration
A Windows tab or Synergetic Web Confirm Details row is loaded
- the system determines which, if any, Confirmation Periods and confirmations should be displayed
A report is run; or
- the system determines the Confirmation Period specific contents of the report when the report is generated
An Action Centre message is generated, etc

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When a confirmation meets the requirements ( Who | What | When ) of a Confirmation Period, ie:

Confirmee fits Community member fits the Confirmation Period, eg Current Student | Year 11 | Campus S
My Details Group fits the Confirmation Period, ie luConfirmationOfDetailDates column is 'On', eg StudentPersonal is ticked
Confirmation Date, is between Open and Close Dates

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Within My Details there are visual queues cues for who and where confirmation is required. As confirmations are completed these visual queues cues disappear. When a families My Details are fully confirmed, there will be no Confirm My Details visual queues cues remaining visible in Community Portal.

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Key	Description
(1)	The Portal Message / Portal Message Overdue banner.
(2)	Family members who are Confirmees with details need to be confirmed will have an Action Required or a Confirmed. If neither a or a displays this means either that the Confirmee community member is not in the Period, or the family is fully confirmed.
(3)	My Details will have an Action Required or a Confirmed. If neither a or a displays, this means either that the Confirmee community member is not in the Period, or the family is fully confirmed.
(4)	This banner instructs the Confirmer on what to do, and names the My Details Group and Confirmee community member selected.
(5)	"Awaiting confirmation" - At least one member of the family has at least one My Details Group not yet confirmed.
(6)	Confirm banner is where the confirmation is made by the Confirmer ticking the box and clicking confirm. The banner names the My Details Group and Confirmee community member selected.

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Synergetic Application and Synergetic Web

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Open Confirmation Periods sub tab

For the Student (as Confirmeea Community member with details to be confirmed) and their Student Contacts (as Confirmers) display all open and active Confirmation Periods, and their current status. (For image see above.)

Key

Item

Description

(2)

Open Confirmation Periods sub-tab >

Confirmation Periods (Student) grid

Displays all open and active Confirmation Periods, and their current status, for the Current Student.

Column	Description
Confirmation Description	The Confirmation Period Description.
Confirmed	One of: Yes - the Confirmee Community member is fully confirmed in the Confirmation Period Blank - the Confirmee Community member not fully confirmed in the Confirmation Period N/A - the Confirmee Community member has no relevant My Details Groups marked as on for the Confirmation Period
Finalised By	The person who confirmed the final My Details Group for the Confirmee Community member in the Confirmation Period
Finalised Date	The date the final confirmation was made
My Details Groups	Only My Details Groups relevant to the Confirmee Community member show in the grid, they are one of: Yes - the Confirmee Community member is confirmed in that My Details Group Blank - the Confirmee Community member not confirmed in that My Details Group N/A - the My Details Group is not marked as on for the Confirmation Period

(3)

Open Confirmation Periods sub-tab >

Confirmation Periods (Student Contacts) grid

Displays all open and active Confirmation Periods, and their current status for the Student Contacts of the Current Student

Column	Description
Confirmation Description	The Confirmation Period Description.
Type	From Student Maintenance > Students Contacts for the selected Confirmee Community member (Student)
Contact	From Student Maintenance > Students Contacts for the selected Confirmee Community member (Student) If the Student Contact row is a couple, then they have a row each in this grid
Confirmed	One of: Yes - the Confirmee Community member is fully confirmed in the Confirmation Period Blank - the Confirmee Community member is not fully confirmed in the Confirmation Period N/A - the Confirmee Community member has no relevant My Details Groups marked as on for the Confirmation Period
Finalised By	The person who confirmed the final My Details Group for the Confirmee Community member in the Confirmation Period
Finalised Date	The date the final confirmation was made
My Details Groups	Only My Details Groups relevant to the Confirmee Community member show in the grid, they are one of: Yes - the Confirmee student is confirmed in that My Details Group Blank - the Confirmee student is not confirmed in that My Details Group N/A - the My Details Group is not marked as on for the Confirmation Period

(4)

Add Confirmations button

Clicking Add Confirmation opens the Manual Confirmation window.

Clicking cancel at any time closes the Manual Confirmation window.

The user selects / enters the:

My Details groups: Tick the My Details group(s) to be confirmed,
Confirmed By: Who confirmed the details,
Confirmed Date: When the confirmer made the confirmation
Reason for Manual Entry: Reason manual entry was used

When the details have been selected / entered the 'Confirm' button is clicked

This displays a final Confirm window:

Clicking OK executes the confirmation
Cancel returns to the previous screen

(5)

Remove Confirmations button

Clicking Remove Confirmation opens the Remove Confirmation window. The name of the confirmee student is displayed.

Clicking cancel at any time closes the Manual Confirmation window.

To remove a confirmation, the user chooses selection criteria, hits Refresh to display potential 'for removal' confirmations, selects the confirmations for removal, enters a removal reason and clicks remove.

Step by Step:

My Details Group: Select the My Details Groups which the confirmations to be removed belong to
From and To Date: Select a date range across which the confirmations to be removed are 'Confirmed As At'
Refresh button: Click to display the confirmations that meet the selected criteria in the grid
Remove column: Select the confirmations to remove
Removal Reason: Short explanation of why the confirmations are being removed
Remove button: Proceed to confirming the removal

The 'Confirm Remove Confirmation' window is displayed:

This displays a final Confirm window:

Clicking OK executes the removal
Cancel returns to the previous screen

(6)

Launch Community Maintenance

Click to launch into Community Maintenance.

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Student Confirmation Status sub tab

For the Student (as Confirmee) display Displays all the latest confirmation detaildetails for the selected student.

All of the My Details Groups (Personal, Medical etc) relevant to the student are displayed. Each My Details Group shows:

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Column Name	Description	Source table
Date/Time	The Date/Time the maintenance row was inserted.	My Details Confirmation Audit table
Audit table Seq	There is an Audit table underlying Maint tab. This field is the sequence number of the Maint row in the Audit table.	My Details Confirmation Audit table
Action Type	Nightly Audit Confirmation Confirmation Removal	My Details Confirmation Audit table
Confirmee ID	ID of the Community Member	My Details Confirmation Audit table
Confirmer ID's	The list of those Community Members: That are an Approver for the Confirmeestudent; and Have access to the Community Portal My Details tab (Based on Community Member role, and Community Portal configuration)	My Details Confirmation Audit table
Confirmation Period	For a Nightly Audit insert row, the Sequence Number of the open and active Confirmation Period the Community Member is a participant in For a Confirmation or Confirmation Removal, the Sequence Number of the open and active Confirmation Period that the Community Member is a participant in Field is blank; if when Confirmation or Confirmation Removal transaction occurred, the Community Member is not a participant in an open and active Confirmation Period	lu Confirmation Of Details Dates
Personal Status	Nightly Audit The confirmation status of the My Details Group at the time of the nightly run Confirmation If when Confirmation occurred, the Community Member is a participant in an open and active Confirmation Period the status of the My Details Group after the transaction if when Confirmation occurred, the Community Member is not a participant in an open and active Confirmation Period Yes - for the My Details Group confirmed All other My Details Group are N/A Confirmation Removal Deleted - for the My Details Group confirmed All other My Details Group are N/A	My Details Confirmation Audit table
Medical Status
Imm & HC Status
Reqs Status
Abilities Status
Legal Status
Census Status
Address Status
Occupation Status
Triggered By	The sequence number of the Confirmations History table; for the Confirmation or Confirmation Removal transaction that triggered the maintenance table row insert Blank for a Nightly Audit row	My Details Confirmation Audit table
Modified Date	The Date/Time the triggering transaction occurred Blank for a Nightly Audit row	My Details Confirmation History table
Modified By	ID Of who made the triggering transaction Blank for a Nightly Audit row	My Details Confirmation History table
History table Seq	The sequence number of the Confirmations History table; for the Confirmation or Confirmation Removal transaction that triggered the maintenance table row insert Blank for a Nightly Audit row	My Details Confirmation History table
Action	For an 'Insertion' - Confirmation For a 'Deletion' - Confirmation Removal Blank for a Nightly Audit row	My Details Confirmation History table
Confirmed Date	The Date/Time the Confirmation occurred (ie, if a Deletion row, the Date/Time the confirmation that has been deleted was made) Blank for a Nightly Audit row	My Details Confirmation History table
Confirmed By	ID of Community Member who confirmed the My Details Group Blank for a Nightly Audit row	My Details Confirmation History table
Confirmation Flag Name	My Details Group name Blank for a Nightly Audit row	My Details Confirmation History table
Reason	The Date/Time the triggering transaction occurred Blank for a Nightly Audit row	My Details Confirmation History table

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Name

Code

Descripiton

Confirmation Periods Open and Empty

COM_ConfirmationPeriodsEmpty_I

This information message is for Staff and is a report that lists any open Confirmation Periods for which there are no Community Members meeting the
Confirmation Period inclusion criteria.

Confirmation Periods that are between their 'Open' and 'Close Dates' are included.

The message will be created by an overnight process and sent to all users that are subscribed to this message type.

The message runs nightly and reports the status as at run time. If there are no open, empty Confirmation Periods, no message is sent.

A Confirmation Period is included when all of its Include in Confirmation Period columns, (eg Include Current Students and Contacts) are Off (not ticked).

Confirmations Made Recently - Daily

COM_ConfirmationsMadeDaily_I

This information message is for Staff and is a listing of Confirmations made:

Today (if run-time is between 8 am and midnight)
Yesterday (if run-time is between midnight and 8 am)

The message will be created by an overnight process and sent to all users that are subscribed to this message type.

If no Confirmation has been made during the report period no message is sent.

If the report runs between 8 am and midnight, it will not pick up any confirmations made between run-time and midnight.

Displays the:

Align

align	center

Confirmee Name | Confirmer | My Details Group | Date Confirmed

for all confirmations that meet the above criteria

Confirmation Periods Open Status - Daily

COM_ConfirmationsDaily_I

This information message is for Staff and shows the confirmation status of all Community Members included in Confirmation Periods which have not yet reached the Required By Date.

The message will be created by an overnight process and sent to all users that are subscribed to this message type.

The message runs nightly and reports the status as at run time.

If there is no Active, Current Confirmation Period, no message is sent.

Confirmation Periods that are between their 'Open' and 'Required By' Dates are included.

This includes the 'Not Applicable' count, which is the count of all Community Members in the Confirmation Period, whose role does not have any My Details Group included for confirmation in the period (Confirm columns ticked in the Look Up table).

Confirmation Periods Overdue Status - Daily

COM_OverdueConfirmationsDaily_I

This information message is for Staff and shows the confirmation status of all Community Members included in Confirmation Periods which are past the Required By Date.

The message will be created by an overnight process and sent to all users that are subscribed to this message type.

The message runs nightly and reports the status as at run time.

If there are no active, Confirmation Periods past their required by date, no message is sent.

Confirmation Periods that are between their 'Required By' and 'Close Dates' are included,

This message does not include any Community Members in the Confirmation Period, who do not have any My Details Group included for confirmation in the period; due to no Confirm columns being ticked in the Look Up table.

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Audit Table column
MyDetailsConfirmationAuditSeq
ActionDateTime
ActionType
ConfirmeeIDID
ConfirmerIDs
luConfirmationOfDetailsDatesSeq
PersonalStatus
MedicalStatus
ImmHCStatus
ReqsStatus
AbilitiesStatus
LegalStatus
CensusStatus
AddressStatus
OccupationStatus
MyDetailsConfirmationHistorySeq

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Versions Compared

Old Version 74

New Version Current

Key

First Release Version

Contents

Confirm Details - Glossary

Synergetic Application and Synergetic Web

Open Confirmation Periods sub tab

Page Comparison

Versions Compared

Old Version 74

New Version Current

Key

First Release Version

Contents

Confirm Details - Glossary

Synergetic Application and Synergetic Web

Open Confirmation Periods sub tab