Self-Service 2.6 Service Preparation Document
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[Ellucian Self-Service Preparation Document] |
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Service Description
This service consists of the installation of Student Self Service including the Student Finance
Views module in test and production as well as the installation of the optional Student Planning
module (if you have licensed it). Even though we are installing in production it will not affect
existing WebAdvisor functionality or be visible until you make the necessary adjustment to
menus and security. The exception would be if you are still running Self Service 1.0, in that
event the production installation must be scheduled at the time of going live as installation of
the Envision updates for 2.6 will break 1.0.
This is the planning document we’ll use to prepare you for the deployment Self Service 2.6 into
your environment. This document will be reviewed with you by an Ellucian consultant as part of
a pre-installation planning call and must be completed and signed at least one week before the
scheduled install.
Self Service Overview
Student Self-Service 2.6 is a modular software product that comes with Student Finance Views preloaded. Self Service 2.6 requires licensing in order to activate additional modules such as the Student
Planning module, Financial Aid module, Finance Projects Accounting Module or Immediate Payment
Control Module.
Here is a short description of functionality:
User Profile: Delivers functionality for students to view their demographic data and also to update their
emergency information (including emergency contacts and missing-person contacts)
Student Finance: Delivers functionality for students to view and pay on their AR account and deposits
due, and to generate PDF statements of their accounts that reflect the information displayed on the
Student Finance views.
Immediate Payment Control: Delivers functionality that allows Administrators to define payment
requirements for students registering in Student Planning. This functionality allows students to defer all,
part, or none of their registration charges, and can also include setting up a payment plan for their
registration charges. Administrators can easily report, manage, and communicate wit students who have
not met their payment requirements.
Student Planning: Delivers the ability for students to perform academic planning activities such as
searching for courses, planning their terms, and scheduling and registering for course sections. Advisors
can access advisees to provide guidance and feedback on their academic planning, as well as conduct
proxy activities on behalf of the student.
Colleague Finance Projects Accounting: Delivers functionality that provides an easy to use interface to
monitor and control project dollars in real time. Project information is at your fingertips in both webbased and mobile formats. This delivery provides project managers the ability to view project dollar
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information at the project line item and general ledger summary levels, as well as filter projects by type
and by reporting period.
Colleague Financial Aid: Delivers functionality that allows students to view their financial aid checklist
that specifies all the steps and their proper sequence that students need to pursue financial aid in a
particular year including:
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The receipt of the FAFSA and/or CSS Financial Aid PROFILE applications
Any outstanding documents required for available programs
Actions the student needs to take to proceed through the awarding process
The review status of the application at the financial aid office
Ability to accept/reject awards at the term and annual levels
Ability to modify loan amounts at the term and annual levels
Ability to request a new loan
Whether an award letter has been reviewed and signed.
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Architecture
The Student Self-Service product contains three main layers for a scalable, rich user experience:
Presentation, Business, and Data. The Presentation Layer contains the user interface that is
served up to end users. The Business Layer consists of the web services that provide data to the
Presentation Layer. The Data Layer is represented as the Colleague ERP system and provides
database access to the Business Layer.
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Self Service Deployment and Hardware Requirements:
Self Service Readiness & Hardware Guideline:
http://clients.datatel.com/apps/objectViewer.cfm?objectID=8ACA6C25-5056-AE6513326FA7E83CB608
Please review both the hardware requirements and Self Service readiness document during the
planning process to ensure optimum hardware is in place.
Production Hardware: If new hardware is not available please note that the Production Self
Service 2.6 website can be installed on the Ellucian Mobile, Payment Gateway or Recruiter Web
Front End Server. It is recommended to add additional CPU to the external web server if
multiple sites exist on the server. The Colleague Web API service must be installed on a
dedicated web server and will not coexist with existing Core Web Services installations. This
server should be inside the firewall and needs to be able to communicate both with the Self
Service 2.6 website and the Colleague application listener.
Test Hardware: It is best practice have separate Self Service and API servers in test order to
fully simulate production, however in test both Self Service 2.6 and the Colleague Web API can
be installed on the same server.
Software and Infrastructure Requirements: The following software is required to be
installed, configured and tested before the Self Service installation:
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WebAdvisor 3.1.7 (or later). This includes both the stand-alone and Portal Web Advisor
o Verify the WebAdvisor version with
http://webadvisor.school.edu/<servlet>/html/version.html
UI 4.4 (or later)
Colleague e-Commerce 4.1 (or later)
Portal 3.2, 3.3.x, 3.5 (if you have the Ellucian Portal)
Web Browser Requirements:
 HTML 5 Complaint Browser
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Required Pre-requisites:
This is the list of things for you to do to prepare for the installation.
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Create a WebAdvisor test user that we can use to test Self Service in each Colleague
environment, and set their OPERS equivalent to your “web student” security class. Add
a balance to this user account so the installer can verify that student bills display
correctly. A dummy account can be used in production. This user can be removed after
installation is verified.
e-Commerce must be working in both Test and Production
Create Windows accounts with local administrator rights that can remote into the
servers. A domain account is recommended.
Create all required DNS entries
Install all web certificates.
o Student Self-Service Web Server – (Certified CA)
o Colleague Web API Web Server - (Certified CA)
Download the Self-Service 2.6 and API 1.6 installers via SA Valet 2.8 or later using the
Download Installer File icon on the View Installer Release Packages form associated with
Installer Release Packages. (For information on downloading installer files for Installer
Release Packages, see the “Viewing and Downloading Installer Releases” section
of Updating Colleague Software). Please refer to Article 9514 if you have issues
downloading the software.
o Installer release IN013553 (Colleague Web API 1.6)
o Installer release IN013704 (Self-Service 2.6)
Install the Envision updates
IMPORTANT NOTE FOR SELF SERVICE 1.0 CLIENTS: Installing the required Self-Service 2.6
software updates will cause Student Finance 1.0 to stop working. Please install the
following software updates in test prior to the installation and please install the
following software updates in production the night prior to your installation service.
Note: Colleague Web API 1.6 is not backwards compatible with Ellucian Mobile 2.0 or 2.0.1 or Colleague
Student Self-Service 2.1. Upon installing Colleague Web API 1.6 you will be required to upgrade Ellucian
Mobile 2.5 (or higher) and Colleague Student Self-Service 2.2 (or higher) if you are using these solutions.
o SU013560-485 – Envision update in support of API 1.6
o SU013559-4.1.0 – DMI update in support of API 1.6
o SU013589-1805 - Colleague update in support of API 1.6
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Shared secret. Communication between Colleague and the Colleague Web API is now
hashed to provide security. It is required for Colleague and the Colleague Web API to
have a shared secret. Please provide the preferred shared secret. This must be between
8 and 20 characters
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Shared Secret:
Remote Connection Information
The Ellucian Consultant will test the remote connection prior to the installation service to
confirm connectivity and to check that the servers and environments are ready. The
consultant will confirm with you when this has been done.
Ellucian supports SecureLink, direct connections to servers or Cisco VPN. If you open your
firewall for a direct connection from Ellucian, the IP addresses that Ellucian will come from
are 149.24.0.0
Remote connection method:
Direct connection from Ellucian. Your firewall must be open to these IP addresses:
149.24.0.0
Remote Connection Instructions:
Server connection information:
Environment for Remote Desktop
Server Name
Server IP
Prod Self Service 2.6 Server
(externally accessible)
Prod Web API Server
Test Self Service 2.6 Server
Test Web API Server
Prod Colleague App Server
Test Colleague App Server
Prod - Portal Server with Portal
Configuration Tool (usually App)
Test - Portal Server
*WebAdvisor must be properly
working for Colleague Test
environment.
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Login Information:
Account with Local Administrator rights and Remote Desktop access to all of the above
servers.
Domain
Username
Password
Test User (WebAdvisor) Login Credentials:
WebAdvisor user with a balance *Must be in both Test and Production.
Student ID#
Username
Password
Colleague Information
Access to Colleague UI *Please adjust environment name as necessary
Environment
URL
Username
Password
Test
Production
Colleague Environment Information *Max concurrent connections can be found in SA Valet.
View the listener properties for the appropriate application listener and record the value below.
Environment
IP/DNS App Server
DMI App Listener
Port:
Max Concurrent
Connection: App
Listener
Test
Production
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Access to WebAdvisor
Environment
URL
Test
Production
Access to Portal (Account with access to Portal with WebAdvisor)
Account
URL
username/pwd
Test
Production
Suggested Website Naming Conventions
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Network Configuration
DNS entries created for Self Service Websites. Production Self Service Web Server is
externally accessible on port 443.
Environment
Fully Qualified Domain Name
Production
Test
Port open on Self Service 2.6 Server. Users will be accessing Self Service Website via the
following ports. Colleague Web API will communicate with Self Service via the same ports.
Environment
Secure Port Number
Test
8074/8174
Production
80/443
Port open between the Colleague Web API (outgoing) and the Self Service 2.6. The Self
Service 2.6 server will be connecting to the Colleague Web API server on these ports.
Environment
Port Number
Test
8084/8184
Production
80/443
Port open between the Colleague Application Listener and Colleague Web API.
Environment
Application Listener Port Number
Test
Production
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Port 5600 open for two way communication with the Ellucian licensing server.
(license.datatel.com) This traffic is initiated from the Colleague Web API Server, Portal Server
and Self Service 2.6.
Security
Colleague Envision security classes as managed in SCD are not used to control access within Self
Service, they only grant access to Self Service itself. Your Ellucian installer will create a security
class named “SelfService”. The security class will contain the following processes.
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WBSF - Provides a link to WebAdvisor Student Menu to “View Account and Make
Payments”
WBSTH030 – Provides a link to WebAdvisor Student Menu to “View Account and Make
Payments”
WBSTH031 – Provides a link to WebAdvisor Student Menu to “Academic Planning”
WBSTH032 – Provides a link to WebAdvisor Advisors Menu to “Advisor Information”
and “Faculty Information”
GET.SESSION.INFO – Provides single sign-on access
Any user that has a WebAdvisor account with access to the SelfService security class can log
into Self Service 2.6 and access the Student Finance Views module.
Please list the OPERS equivalent records that will need access to the “SelfService” security class.
For example WEBSTU, WEBFAC and WEBSTAFF. Ellucian will only add SelfService to these
records in test. In production make a copy of WEBSTU for Ellucian to use to test Self Service
without granting access to everyone.
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Staff that need access to the Administrative Views for Student Finance (such as the Bursar’s
Office) require access to the ST-SFAV form in colleague. You should add this mnemonic to the
appropriate security classe(s).
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Access to the forms within Self Service is controlled via role-based security using the Resource
Database. This is similar to how access to the Portal and Retention Alert is handled.
There are four roles for use in Colleague Student Self-Service. All schools need the Self-Service
Administrator and Finance Administrator Roles. Only schools deploying Student Planning need the
Student and Advisor roles in addition to the other roles.
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Self-Service Administrator Role - Allows access to the setup and configuration pages.
Finance Administrator Role - Allows access to the administration views for Student Finance.
Student Role - Allows access to the Academic Planning pages.
Advisor Menu Role - Allows access to the Advisor pages.
Roles are created ORGR and are assigned to users using the AROR (individual) and BURA (batch)
forms. Ellucian will create the roles but not assign them to your users.
Self Service administrators need to have the Self Service Administrator role, this is used to
administer Self Service itself. Self Service Finance administrators need to have the Finance
Administrator role.
In Student Planning to access the Academic Planning pages a user needs the Student role and
advisors must have the “Advisor” role
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Data Cleanup
Prior to using Colleague Student Self-Service 2.6, you must clean up your data in order to make
the most of the capabilities of your site implementation. Student Planning uses the Colleague
DataReader to pull records from Colleague into a .NET environment where the data is strongly
typed. It is; therefore, absolutely necessary for the data to conform to the CDD specifications.
For clients using a UniData database, records may become corrupt. The result is that fields may
contain data of the wrong type. For example, using external utilities or custom processes, a
field can be inserted incorrectly and result in a push of existing data into incorrect fields. In this
case, a date field might contain something other than a date, or a decimal field (such as Course
Credits) could contain something other than a number.
Colleague contains data scanning tools that you can run to verify the data in one or more files.
These utilities also allow you to run tests on subsets of data within a file. These tools include
the Colleague Data Scanner Util (CDSU) and the Colleague Data Scanner Report (CDSR).
For the purposes of checking data for Colleague Student Self-Service 2.6, when you run the
CDSU process, you should set the Build Data Migration File List field to “No”.
Important: Not all data is pulled from every file, so some scanning errors can be ignored. For
example, if some user fields contain a string longer than the maximum length of the field, the
Data Scanner will report an error. However, that is not data that is being pulled into Colleague
Student Self-Service 2.6.
For complete information on how to run the CDSU and CDSR processes, see the Migrating
Colleague Software Environments manual.
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