Provincial Approach to Student Information (PASI)
General General As-Built Functional Overview
1.0GENERAL FUNCTIONAL AS-BUILT DOCUMENTATION
1.1
1.1.1
OVERVIEW
Introduction
PASIprep screens have been implemented using similar concepts and functionality across
multiple areas when applicable. When functionality is the same on 2 or more similar type
screens it will be included in this document.
When functionality needs to be developed differently from what is commonly used in PASIprep,
the specific functionality will be documented in the associated as-built document. As-built
documents will contain all information that may pertain to the specific object including search,
add, modify, delete, undelete, approve, or unapproved in applicable documents.
Speicific PASIprep Functional Overviews can be found here:
http://extranetengage.education.alberta.ca/focus/info/PASIprepDocs/Forms/AllItems.aspx
1.1.2
Document Purpose
The purpose of this document is to define common as-built functionality that has been
implemented within PASIprep.
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Provincial Approach to Student Information (PASI)
General General As-Built Functional Overview
1.2
DISPLAYING RECORDS
1.2.1
Record Highlighting
Row coloring is used to visually highlight a record characteristic for the user.
Row Color
Meaning
Blue
The record(s) is selected and a bulk operation, e.g. Approve, can be
performed on the record(s).
White
The record(s) is not selected.
Yellow
The record(s) has an associated Work Item with a severity of Warning.
Red
The record(s) is currently marked as deleted. Deleted record(s) are
displayed by selecting the Include Deleted {Record Type} or the Include
Enrolments Created in Error checkbox and clicking the get button.
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General General As-Built Functional Overview
1.2.2
Data Formatting
The following sub sections describe how some of the more complex data elements are
formatted in PASIprep.
1.2.2.1
Organization Format
The name of an organization, school, authority, or writing centre will be displayed in the
following format:
{Organization Name} ({Organization Type}.{Organization Code})

The Organization Name is the name of the organization, school, authority, or writing
centre.

The Organization Type is one of the following:
o
O – Organization
o
S – School
o
A – Authority

The Organization Code represents that organization, school, authority, or writing
centre.

e.g. Fox Creek School (S.2108)
1.2.2.2
School Enrolment Format
The School Enrolment will be displayed in the following format:
{Registration Type Code short description} ({Registration Start Date} to {Registration Exit
Date})
If the Exit Date is “Null” then use following:
{Registration Type Code short description} (Starting {Registration Start Date})
e.g.
Regular Evening Student (2012/06/01 to 2012/08/31)
or
Regular Day (Starting 2011/09/01)
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1.2.2.3
Name Format
Names are displayed in the following format:
{Last Name}, {First Name} {Middle Names}
e.g. Smith, Robert Fred
PASIprep will attempt to display the full name; however, if the screen/popup does not have
sufficient space to show the entire name, then the name will be shortened to a specific
character count and displayed with an ellipse (…). Hover over the read-only name text to
display the name in full in a tool tip.
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1.2.3
Data Hyperlinks
Certain pieces of data within a record reference other pieces of information. In order to provide
access to referential data within PASIprep hyperlinks are used to direct the user to the
referential data. The following is a list of data elements that are displayed as hyperlinks:

ASN (Alberta Student Number)

Course (Course Code)

Section Description

Last Updated On (Audit History)

{Organization Name} (Audit Events)
1.3
ADDING/MODIFYING A RECORD
1.3.1
Add/Modify Popup Window
Once the data grid has been populated users can click the Add link to create a new record or
the edit icon ( ) for a record to modify the details of the selected record.

Records for specific a School and School Year cannot be added/modified if there is a file
currently being processed that may result in updates to the records for the School and
School Year.
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Both actions open the Add/Modify popup window for the record type.


1.3.2
Some fields on the Add/Modify popup window include a search icon beside the entry
field. Clicking this icon will take the user to a subsequent popup to search for the data to
enter when selected:
o
Clicking the search icon ( ) beside the Alberta Student Number will open the
Lookup Student popup window providing the user the ability to search for and
select an ASN.
o
Clicking the search icon ( ) beside the Course Code will open the Lookup
Course popup window providing the user the ability to search for and select a
Course Code.
When entering a Course Code in an Add/Modify popup, an historical 4 digit course code
will be mapped to the current 7 character course code.
Details to Add a Record

When creating a new record from a Manage screen, the organization and school year
associated to the record must align with the selection criteria used to populated the data
grid.

When creating a new record from the Student Profile, the ASN associated to the record
must be the same as the Primary ASN from the Student Profile.
1.3.3
Details to Modify a Record

When updating an existing record, the organization associated to the record and the
school year cannot be changed

If the record being modified has been previously approved, the user will need the
appropriate PASIprep Permission Level to unapprove the record in order to be able to
update it:
o Approve Course Marks (Level 8) for Course Marks records with a current/future
School Year or School Years within the last 3 years
o Approve Extended Historical Course Marks (Level 8A) for Course Marks records
with a School year older than the last 3 years
When the record has been previously approved a notice will appear in yellow on the
botton of the Add/Modify screen warning the user that the record will become
unapproved if modified.

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
1.4
If an approved record is modified, the record will automatically become unapproved.
DELETING OR UNDELETING A RECORD
1.4.1

Details to Delete or Undelete a Record
Once a data grid has been populated, if the user has access they can:
o
click the delete icon ( ) to delete the record or
o
click the undelete icon ( ) to undelete the record.

If the record being deleted has been previously approved, the user will need the
appropriate PASIprep Permission Level to unapprove the record in order to be able to
delete it:
o Approve Course Marks (Level 8) for Course Marks records with a current/future
School Year or School Years within the last 3 years
o Approve Extended Historical Course Marks (Level 8A) for Course Marks records
with a School year older than the last 3 years

When approved records are deleted, the record becomes unapproved.
1.5
DELETING OR UNDELETING MULTIPLE RECORDS
1.5.1


1.6
Details to Delete or Undelete Multiple Records
The user can delete/undelete multiple selected records by clicking the [Delete] /
[Undelete] button above the grid. An error message is returned to the user for each
record that couldn’t be deleted/undeleted.
When approved records are deleted, the record becomes unapproved.
APPROVING OR UNAPPROVING RECORDS
1.6.1

Details to Approve or Unaprove Multiple Records
Records that require approval are only shared with other organizations (including Alberta
Education) when they are approved.
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
The user approves/unapproves records by selecting them in the data grid and clicking
the [Approve] or [Unapprove] buttons. These buttons are only available to users with the
appropriate access.

An error message is returned to the user for each record that couldn’t be
approved/unapproved.
1.7
CONTROLS
The following sections describe some general features of common controls found in PASIprep.
1.7.1
School/Authority Drop Downs
The values found within the School and Authority drop downs are determined based on the
users organization association.
Authority

Authority User – The authority that the user is associated to

School User – The authority that the user’s school falls under

Ministry User – A list of all authorities
School

Authority User – The schools that fall under the user’s authority

School User – The school that the user is associated to

Ministry User – A list of all schools that fall under a specified authority
This is done where appropriate to limit the PASIprep user to being able to access/manage
information that they are authorized to access.
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1.7.2
Export To Excel
The following section describes some general guidelines applied when data grids are exported
to excel in PASIprep.
Student Records

When exporting student records each row should contain the following data whether the
data is displayed on the data grid or not.
o
Public Key, e.g. ASN, reference ID, etc.
o
Alberta Student Number (ASN)
o
Student Name (using Student Name Format within PASIprep)

When Public Key, ASN, or Student Name must be added to the data grid for export to
excel functionality it will be added to the beginning of the data grid

If the Public Key, ASN, Student Name in correct Student Name format already display in
the data grid they will not be added to the grid

If the Name appears in the data grid as concatenated, the PASIprep Name format will
still be added to the beginning of the data grid and concatenated name will remain as is
The remaining content (# of records, sorting, and filtering) exported to Excel should
minimally match what is displayed on the UI when the export is executed. The export
can contain fields that are not displayed in the related data grid. Column alignment does
not need to match the grid.
Student Name Format

Within PASIprep the student name should appear in the following format when
considered a single string: {Last Name} {Suffix}, {First Name} {Middle Name}

If the name is to appear on a document, e.g. diploma or DAR, the name should be
formatted as follows: {First Name} {Middle Name} {Last Name} {Suffix}
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