Assessment Process Based on Programs

Use

When you register a student for an assessment, you open an assessment process. This assessment process refers to an assessment or to a concrete scheduled assessment. The assessment process can either be based on programs and their stages or on module bookings . This document describes the assessment process based on programs.

Two statuses are related to an assessment process, a system status and a freely definable customer status. If an assessment process refers to the completion of a program or program stage, you can perform two audits with this assessment process (optional).

  • The first audit checks if the student fulfills the requirements for admission to the assessment process.

  • The second audit checks whether the student fulfills the requirements for successful completion of the assessment process.

Process Flow

An assessment process which is based on programs is executed as follows:

  1. You create the assessments you require for your programs in the planning phase.

  2. You also create the scheduled assessments for each assessment.

    Whether you already create the scheduled assessments in the planning phase, or not until after (re-)registration when you know for sure how many students will take part in each assessment, depends on how your university’s assessment processes are designed.

    When you create a scheduled assessment, you can switch directly to assessment process editing by choosing the pushbutton with the quick info text Edit Assessment Process .

  3. If the assessment process is used within Student Lifecycle Management processes, it is the system that opens the assessment process.

    • Assessment process for graduation

      When you register a student for graduation, the system automatically opens an assessment process. Audit type 1000 ( graduation ) is offered for this process. If the assessment is assigned to this audit type, it is not possible to open an assessment process manually.

      Note Note

      Before you use graduation, you must enter the relationship Program Imparts Qualification in the program catalog. Ensure that the usage of the degree type assigned to the qualification is Program Completion .

      End of the note.

    • Assessment process for admission

      When you create an admission application, the system automatically creates an assessment process. Audit type 4000 ( admission ) is offered for this process. If the assessment is assigned to this audit type, it is not possible to open an assessment process manually.

      Note Note

      To use admission audits within admission, you must edit the program data of the program. Check Use Assessment Processes .

      End of the note.

    • Assessment process for stage completion

      The student assessment process is either opened automatically by the system when a student is (re-)registered, or manually by the administrator after the (re-)registration period.

      You can use the BAdI HRPIQ00REG0090 to configure your system so that it automatically opens assessment processes as a follow-up activity to (re-)registration. You can implement this BAdI in Customizing for Student Lifecycle Management under Start of the navigation path Student Lifecycle Management Processes Next navigation step Admission, Registration, and De-registration Next navigation step Sessional Registration Next navigation step Business Add-Ins (BAdIs) Next navigation step BAdI: Subsequent Activities for Registration Dialogs End of the navigation path .

      To open assessment processes manually, go to the SAP Easy Access screen and choose Start of the navigation path SAP Menu Next navigation step Student Lifecycle Management Next navigation step Teaching and Examination Next navigation step Academic Records Next navigation step Edit Assessment Processes End of the navigation path . When you have selected the program and process, choose the pushbutton Open Process . In the Open Assessment Process dialog box, you can open the assessment process for a specific scheduled assessment either for a single student or for a group of students whom you choose by means of a selection method. The assessment process then has the system status opened .

  4. You can now assign a customer status according to your requirements. You make the setting for customer statuses in Customizing for Student Lifecycle Management under Start of the navigation path Student Lifecycle Management Processes Next navigation step Academic Records Next navigation step Assessment Process Next navigation step Define Customer Statuses End of the navigation path .

  5. You then run the audits for the assessment process. SAP provides the BSP application PIQ_AUDIT for manual creation of requirement profiles and audit runs. For mass-processing of audits use transaction PIQAUD_MP_CP – Audit (Process-Dependent). For more information, see the SAP Easy Access Menu, by choosing Teaching and Examination -> Academic Record.

    1. First execute the admission process. Assign the student an admission profile for the assessment process. Then execute an admission run for the assessment process. If the admission run is successful, you can admit the student to the assessment process.

    2. When the student has been admitted to the assessment, assign him/her a completion profile for the assessment process. In the assessment process completion run, the system checks if the student has passed the assessment.

    3. In the Edit Assessment Process dialog, the system indicates whether the student is assigned an admission profile or a completion profile by displaying the relevant icon. The system also displays the results of the respective audit runs.

  6. You can change the system and customer statuses for assessment processes. You can do this manually in the Edit Assessment Process dialog. You can also use the two reports provided for automatic status changes. You can access these reports from the SAP Easy Access screen by choosing SAP Menu and then Start of the navigation path Student Lifecycle Management Next navigation step Teaching and Examination Next navigation step Academic Records End of the navigation path

    • Change Process Status (Admission)

    • Change Process Status (Completion)

      These two programs enable you to change different attributes (customer status, system status, process reason) based on the result of the audit run.

  7. When you have executed the assessment process completion run, close the assessment process. To do this, go to the Edit Scheduled Assessment screen, choose the pushbutton with the quick info text Perform Activity, and then select an activity. You can perform the following activities for an assessment process:

    • Open process

    • Reopen process

    • Cancel process

    • Complete process successfully

    • Complete process unsuccessfully

      You can only perform an activity if you possess the required activity authorization.

      Note Note

      If the student did not pass the assessment, you can create a repetition attempt. To do so, choose the pushbutton with the quick info text Create Repetition Attempt . The system only allows you to do this if the current assessment process is closed, and the system status is not opened . You may only open one assessment process per student and assessment at a time.

      End of the note.