First Release Version

69.22

Contents

Confirm Details - Glossary

Overview

Schools require confidence that the ‘My Details’ of students and their contacts are correct and up to date.  

To facilitate this, Synergetic has the Confirm My Details process.  This process centres around Confirmation Periods - 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.  Parents are reminded that confirmations are due by banners in Community Portal and via targeted action centre messages.

Schools are able to monitor progress of confirmations in Synergetic Application and Synergetic Web, by the use of purpose designed screens, reports and action centre messages.

Confirmation Period Configuration

Confirmation periods define who are to have their My Details confirmed, what My Details Group are to be confirmed, what messages a community member sees in Community Portal and when the Confirmation Period is in effect.

Confirmation Periods are configured in Look Up table maintenance.  

My Details are Confirmed in Community Portal

My Details are confirmed in Community Portal on the My Details tab.  They can be also be confirmed via Impersonation, or via  manual confirmation functionality for school staff in Synergetic Application and Synergetic Web) 

During the Confirmation Period, when parents log-in to Community Portal a Community Portal header banner prompts them  to go to My Details and confirm their families My Details.  

Families are expected to update My Details as required prior to confirming them.

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

Functionality for Staff in Synergetic Windows and Synergetic Web

Synergetic Windows and Synergetic Web have purpose designed tabs and pages with functionality to allow staff to:

• Monitor the progress of individuals My Details confirmations within Confirmation Periods

• View the confirmation status of each My Details Group for Community Members 

• Manually add and remove confirmations

• Review individual confirmation activity for each My Details Group

Synergetic Application has this functionality for:

• Current Student Maintenance

• Future Student Maintenance

• Community Maintenance

• Maint

Synergetic Web has a sub-set of this functionality for:

• Current Student Maintenance

• Community Maintenance

Action Centre Messages

There are 4 Staff use and 2 Parent use Action Centre messages for Confirmation Periods.

For Staff use:

• Confirmation Periods Open and Empty

• Confirmations Made Recently - Daily 

• Confirmation Periods Open Status - Daily 

• Confirmation Periods Overdue Status - Daily

For Parent use:

• Confirmations - Portal Approver

• Confirmations Overdue - Portal Approver 

Reports

Reports that allow monitoring of progress in Confirmation Periods are:

• Confirmation Period - Confirmers Report

• Confirmation Period - Aggregate Progress

• Report Confirmation Period - Confirmation Periods Report

• Confirmation Period - Individual Progress Report

Audit table

There exists an Audit table to track:

• Every confirmation transaction activity made, who made it and who it was made for

• The nightly status of every Community member whose details need to be confirmed for every Open and Active Confirmation Period they are in 

Licensing

Confirm My Details functionality is linked to licensing, so that only schools licensed for My Details can use Confirm My Details.

Detailed Description

Using the 'Confirmation of Details Dates' Look Up table

The luConfirmationOfDetailsDates lookup table is used to define a Confirmation Period:

• Name

• When the period runs

• Who is included

• Messages to display in Community Portal

• What is to be confirmed

As minimal validations have been built in to luConfirmationOfDetailsDates lookup table, ie:

1. Description is mandatory

2. PortalMessage is mandatory

3. PortalMessageOverdue is mandatory

the User has maximum flexibility to establish Confirmation Periods that meet their needs.  However this will allow non-sensical Confirmation Periods to be established.  Users need to take care when establishing Confirmation Periods, that the Period is configured to achieve the desired outcome; eg check that:

• dates are in chronological order

• If student contacts are included that student contact - My Details Groups have been selected for confirmation (and vice versa),

• Year Levels exist at chosen Campus

• Year Level To is greater than Year Level From.

• etc

Example: luConfirmationOfDetailDates

Open

luConfirmationOfDetailDates Contents

Open

Those Being Confirmed and Those Confirming

Community Member whose My Details are being confirmed

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

Confirmer

A Confirmer is a Community Portal Approver who has Community Members in an open, active Confirmation Period.

What is a Confirmation

When each individual confirmation is made the following is recorded:

1. A sequence number for the confirmation

2. Community member whose details need to be confirmed

3. What My Details Group was confirmed

4. When the confirmation is "As At"

5. Who the Confirmer was

6. When the confirmation actually happened

7. Who actually made the confirmation

8. A Reason for the confirmation

Confirmation Periods are Dynamic

The system dynamically determines the contents of a Confirmation Period; the contents of a Confirmation Period are not stored and maintained, but calculated as and when needed, such as when:

• A Confirmer logs into Community Portal

  • the system determines who of the family requires confirmation 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

If the:

• contents of an luConfirmationOfDetailDates is changed

• Student Campus or Year Level changes

• Future Student or Current Student changes to be Current or Past

these changes will flow out across Confirmation Period functionality.

When Is A Confirmation Relevant to a Confirmation Period

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

• 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

then the system applies that confirmation to the Confirmation Period.

A single confirmation can apply to one, many or no Confirmation Periods.

Community Portal

My Details are confirmed in Community Portal on the My Details tab.  They can be also be confirmed via Impersonation, or via  manual confirmation functionality by school staff in Synergetic Application and Synergetic Web.

During the Confirmation Period, when parents log-in to Community Portal a Community Portal header banner prompts them  to go to My Details and confirm their families My Details.  

Families are expected to update My Details as required prior to confirming them.

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

A Family's Community Portal Page with Confirmations To Be Done

Open

Synergetic Application and Synergetic Web

Synergetic Windows and Synergetic Web have purpose designed tabs and rows with functionality to allow staff to:

• Monitor the progress of individuals My Details confirmations within Confirmation Periods

• View the confirmation status of each My Details Group for Community Members 

• Manually add and remove confirmations

• Review individual confirmation activity for each My Details Group

Synergetic Application has this functionality for:

• Future Student Maintenance > Confirm Details

• Current Student Maintenance > Confirm Details

• Community Maintenance > Confirm Details

• Maint tab within these modules

Synergetic Web has this functionality for:

• Current Student Maintenance > Confirm Details

• Community Maintenance > Confirm Details

Synergetic Application

Student Maintenance > Confirm Details tab

Open

(1)     Confirm Details has three sub tabs:

• Open Confirmation Periods

• Student Confirmation Status

• Student Contacts Confirmation Status

Open Confirmation Periods sub tab

For the Student (as a 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.)