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Go Live and Future Preparedness

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Update Connectors to Point to Production

Once testing has been completed, complete the following:

  • Build out the lists, exports and PDF’s in the production instance of WebAdMIT.
  • Setup the destination manager in Production WebAdMIT to the client’s SFTP instance.
  • Schedule the exports and PDFs to be exported to the SFTP at the frequency discussed with the client.
  • Ensure the job that picks up files from the SFTP and transfer over to the Informatica server is tested and scheduled at the appropriate time.

  • Switch your Informatica target connections in client’s informatica instance to the production TargetX connector.

  • Use informatica’s linear task flow task to group different informatica task to run sequentially.
    • Linear task flows can then be scheduled to run at the frequency discussed with the client.
  • Documentation on linear taskflows and scheduling linear task flows can be found in the Informatica article Linear Taskflows.

Support Handoff

This section details the process the Liaison Data Integration team will perform to hand-off documentation and project details to the TargetX Premier Services team.

 

  1. Login to our internal salesforce account.
  2. On the top search bar, search for the university name for which the data integration was performed.
  3. Once found in the search results, select the account for your university.
  4. Once in the account, click the Projects link under the Related List Quick Links section.

  5. This brings you to the list of projects associated with the account.

  6. Typically, there should be only one.

  7. Note the project details listed to understand the client's engagement with our Premier Services (Premier, PremierX, Premier Lite, Premier Enterprise, or Standard):

  1. Click New on the top right corner to create a new project.

  2. This opens the project details that need to be entered:

  1. Project Name: Follow the naming standard as follows SchoolName – CAS-TargetX Integration. Note: The word Integration must be in the name as it drives further automation.
  2. Status: Set to Active.
  3. Level of Support: Set it to their Premier Engagement Level noted in step 7 above.
  4. Kickoff: Set the date as today’s date.
  5. Leave the rest as is and click Save.
  6. This will bring you back to the project’s list for the account with your new project added.
  7. Edit the new project created.
  8. Update the new section, CAS- TargetX Integration Information as follows:

  1. Smartsheet links For CAS Integrations: Place the smartsheet link to the data mapping document with cycle-over-cycle changes.
  2. SFTP Credentials: Enter the SFTP credentials for WebAdMIT exports.
  3. CAS-TargetX Project Notes: Enter any project details that you would like Premier Services to be aware of.
  4. Click Save.
  5. This will bring you back to the project’s list for the account.
  6. Click your project to open the Project Details.
  7. Click the Related section and, under Notes and Attachments, click Upload Files to upload the support hand-off documentation provided to the client.

WebAdMIT to TargetX Data Integrity tools

To validate data integrity on the data migrated from CAS to TargetX, you'll utilize Reports in Salesforce/TargetX.

Prerequisites to Validate Data Integrity

Documents like the full Application PDF, Foreign Evaluation, Transcripts, and Recommendation Letters can't be reported on; so you need to create custom fields for the full Application PDF and Foreign Evaluation, to mark items received. For transcripts, use the Official Transcripts Received flag; for recommendation letters, use the Applies to Requirement or Completes Requirement flag.

Data to Validate

Prerequisite

Field for Reporting
Full Application PDF Create a new checkbox field CAS Full App PDF Received*
Foreign Evaluation Create a new checkbox field Foreign Evaluation Received*
Transcripts none Official Transcripts Received
Recommendation Letters none Applies to Requirement or Completes Requirement 

*suggested field name

Create a checkbox for Full App PDF received
  1. Navigate to Setup and select Object Manager.
  2. Locate the Application object (TargetX_SRMb__Application__c).
  3. Click Fields & Relationships in the left side panel.
  4. Click the New button.
  5. Select Checkbox on the next page and click Next.
  6. Enter your field label (eg. CAS Full App PDF Received).
  7. Tab to the next field.  It automatically populates an API name.
  8. Click Next.
  9. Leave the next page as-is and click Next.  (This allows the selected profiles to access the field.)
  10. The next page determines which page layouts to add it to.  Uncheck Community Layout and click Save.
Create a checkbox for Foreign Evaluation received
  1. Navigate to Setup and select Object Manager.
  2. Locate the object where this flag should be placed. (Contact, Application, or Enrollment History).
  3. Click Fields & Relationships in the left side panel.
  4. Click the New button.
  5. Select Checkbox on the next page and click Next.
  6. Enter your field label (eg. Foreign Evaluation Received).
  7. Tab to the next field.  It automatically populates an API name.
  8. Click Next.
  9. Leave the next page as-is and click Next.  (This allows the selected profiles to access the field.)
  10. The next page determines which page layouts to add it to.  Uncheck Community Layout and click Save.

Creating Reports to Validate Data Integrity

Once you've completed the Prerequisites,  you can build Reports to validate your data.

Creating a report for Full Application PDF received
  1. In TargetX, search for Reports in the App picker on the Top left:

         

  1. Once in the Reports tab, click New Report in the top right corner:

  1. Reports are built based on categories. Select All in the Category list, and search for the sub-category Students with Applications. Click Student with Applications report type.
  2. Once selected, click Start Report on the right of the page to create the report and define the parameters for required columns and filters.

  1. In the Outline tab, clear the columns by selecting the dropdown next to the column section and selecting Remove All Columns:

 

  1. Include the following fields:
    1. CAS Applicant ID
    2. First Name
    3. Last Name
    4. Application Process
    5. CAS Full App PDF Received
  2. Navigate to Filters and set the filters as:
    1. Show me: All Accounts
    2. Last Activity: All Time
    3. Last data input source: Set this to the CAS application that was used in your Informatica task for this field (For example, CASPA Application).

  1. Click Save in the top right corner to open the Save Report dialog box.
  2. Set the report name as “CAS Full App PDF Received” and click Select Folder to create a folder specifically for CAS Reports if one does not already exist. 

  1. Click Run to view the results.
Creating a report for official transcripts received
  1. In TargetX, search for Reports in the App picker on the Top left:

 

  1. Once in the Reports tab, click New Report in the top right corner:

  1. Reports are built based on categories. Select All in the Category list, and search for the sub-category Students with Enrollment History. Click Student with Enrollment History.
  1. Once selected, click Start Report on the right of the page to create the report. This will open the window to define the parameters for required columns and filters.

  1. For the columns, clear the columns by selecting the dropdown next to the column section and selecting Remove All Columns:

 

  1. Include the following fields:
    1. First Name
    2. Last Name
    3. School
    4. School Name Other\Other Name\Other School
    5. Official Transcripts Received
  2. Group these fields by the CAS Applicant ID by setting the Group rows attribute:

 

  1. Navigate to Filters and set the filters as:
    1. Show me: All Accounts
    2. Last Activity: All Time
    3. Last data input source: This should be set to whatever CAS application was used in your Informatica task for this field (For example, CASPA Application)

         

  1. Click Save in the top right corner to open the Save Report As dialog box.
  2. Set the report name as “CAS Transcripts” and click Select Folder to create a folder specifically for CAS Reports if one does not already exist. 
  3. Click Run to view the results.
Creating a report for Foreign Transcript received
  1. In TargetX, search for “Reports” in the all apps section on the Top left. 

  1. Once in the “Reports” app, click on “New Report” in the top right corner. 

  1. Reports are built based on categories, hence select All in the category list and then search for the sub-category Students with Applications click Student with Applications report type or you can search for the sub-category Students with Enrollment History and then click Student with Enrollment History. 
  2. Once selected, click Start Report on the right of the page to create the report. This will open the window to define the parameters for required columns and filters.

 

  1. This will open the window that allows you to define the parameters required to create the report in terms of required columns and filers.
  2. For the columns, clear the columns by selecting the dropdown next to the column selection as shown below

          

  1. Include the following fields:
    1. CAS Applicant ID
    2. First Name
    3. Last Name
    4. Application Process\School Name
    5. Foreign Evaluation Received
  2. Navigate to Filters and set the filters as:
    1. Show me: All Accounts
    2. Last Activity: All Time
    3. Last data input source: This should be set to whatever CAS application was set in your Informatica task for this field (For example, CASPA Application)

         

  1. Click Save in the top right corner to open the Save Report As dialog box.
  2. Set the report name as “Foreign Transcripts” and click Select Folder to create a folder specifically for CAS Reports if one does not already exist. 
  3. Click Run to view the results.
Creating a report for Recommendation letters received
  1. In TargetX, search for “Reports” in the all apps section on the Top left. 

  1. Once in the “Reports” app, click on “New Report” on the top right corner.

 

  1. Reports are built based on categories. Select All in the Category list, and search for the sub-category Students with Recommendations and Application, and click Students with Recommendations and Application.
  2. Once selected, click Start Report on the right of the page to create the report. This will open the window to define the parameters for required columns and filters.

  1. This will open the window that allows you to define the parameters required to create the report in terms of required columns and filers.
  2. For the columns, clear the columns by selecting the dropdown next to the column selection as shown below

          

  1. Include the following fields:

  1. Navigate to Filters and set the filters as:
    1. Show me- All Accounts
    2. Last Activity- All Time
    3. Last data input source- This could be set to whatever CAS application was set in your Informatica task for this field (For example, CASPA Application)
    4. Application: Application Stage- Submitted
  2. Click Save in the top right corner to open the Save Report As dialog box.
  3. Set the report name as “CAS Applications Recommendation Letter” and click Select Folder to create a folder specifically for CAS Reports if one does not already exist. 
  4. Click Run to view the results.
Creating a report for CAS Applicant Count comparison

This report compares the count of applicants between CAS\WebAdMIT to what was loaded into TargetX.

  1. Login to WebAdMIT prod.
  2. Impersonate the user\organization of the school you are working with.
  3. Once logged in, you will see the CAS applicant count for the different stages on the right side:

 

  1. In TargetX, search for “Reports” in the all apps section on the Top left.

         

  1. Once in the “Reports” app, click on “New Report” in the top right corner.

      

  1. Reports are built based on categories. Select All in the Category list, search for the sub-category Students with Applications and click Students with Applications report type.
  2. Once selected, click Start Report on the right of the page to create the report. This will open the window to define the parameters for required columns and filters:

  1. For the columns, clear the columns by selecting the dropdown next to the column selection:

  1. Include the following fields:

  1. Navigate to Filters and set the filters as:
    1. Show me: All Accounts
    2. Last Activity: All Time
    3. Last data input source: This should be set to whatever CAS application was set in your Informatica task for this field (For example- “CASPA Application”).
  2. Click Save in the top right corner to open the Save Report As dialog box.
  3. Set the report name as “CAS Applications Count” and click Select Folder to create a folder specifically for CAS Reports if one does not already exist. 
  4. Click Run to view the results.

 

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