0.003/15/95 DIANE LIVELY/SUE TATE 1.0 INTRODUCTION ------------ THE TOUCH-TONE REGISTRATION SUBSYSTEM PROVIDES INTERACTION BETWEEN A CALLER AND THE COMPUTER TO COMPLETE TASKS SUCH AS REGISTRATION, CREDIT CARD PAYMENT, CLASS STATUS INQUIRY AND A VARIETY OF TASKS PREVIOUSLY PERFORMED BY COLLEGE PERSONNEL. THE SYSTEM PROVIDES ONLINE AND BATCH PROGRAMS THAT ASSIST A VOICE RESPONSE UNIT CARRY OUT THESE FUNCTIONS, AS WELL AS APPLICATIONS THAT ASSIST THE COLLEGE STAFF IN MANAGING THE PROCESSING. THERE ARE A NUMBER OF FEATURES AVAILABLE THROUGH THE SIS/VRU INTERFACE, BUT THIS DOCUMENT DETAILS ONLY IMS PROGRAMS THAT ARE USED IN CONJUNCTION WITH THE VRU.SPECIFIC INFORMATION REGARDING THE VRU FUNCTIONS ARE SEPARATE. THE DOCUMEN- TATION FOR THE TELEPHONE NETWORK DEVELOPED BY J. SARGEANT REYNOLDS AND USED BY VIRGINIA WESTERN, JOHN TYLER AND OTHER VCCS COLLEGES IS TITLED 'TTRDT2' IN THE PRODUCTION DOCUMENTATION LIBRARY. TOUCH-TONE REGISTRATION FOR CREDIT COURSES: ------------------------------------------- THE TOUCH-TONE REGISTRATION SUBSYSTEM ALLOWS STUDENTS TO REGISTER AND/OR CHARGE TUITION BY TELEPHONE. A VOICE RESPONSE UNIT (VRU) PERFORMS THE DUTIES OF A DATA ENTRY OPERATOR: IT RELAYS VOICE MESSAGES TO THE CALLER AND CONVERTS TELEPHONE INPUT ONTO THE SCREEN OF THE ONLINE PROGRAM, TTR020. THE CALLER RESPONDS TO PROMPTS TO ENTER THEIR SOCIAL SECURITY NUMBER, "PIN" NUMBER, AND DESIRED ACTION BY PRESSING THE APPROPRIATE BUTTONS ON THEIR TOUCH-TONE TELEPHONE. TTR020 WILL ALSO ALLOW THE INPUT OF A STUDENT'S CREDIT CARD TYPE, NUMBER, AND EXPIRATION DATE FOR TUITION PAYMENT PURPOSES. A FOUR-CHARACTER IDENTIFICATION NUMBER IS ENTERED TO SPECIFY THE CLASS THEY WISH TO PROCESS. A BATCH UPDATE PROGRAM, TTR300, IS RUN TO ASSIGN ID NUMBERS TO CLASSES PRIOR TO PUBLISHING THE SCHEDULE. THIS NUMBER IS STORED IN THE CLASS MASTER SEGMENT, AND CAN BE VIEWED ON SCH010. THE NUMBERS CAN BE MANUALLY ASSIGNED, OR CREATED ONLINE USING TTR040. SCH810 IS THE BATCH PROGRAM THAT IS USED TO PRINT THE SCHEDULE, SHOWING THE TOUCH-TONE CONTROL NUMBERS. WHEN THE SCHEDULE IS FINALIZED, THE OUTPUT IS WRITTEN TO A SEQUENTIAL FILE, WHICH IS DOWNLOADED TO A DISKETTE ON A PC. THIS IS SENT TO RICHMOND NEWSPAPERS TO USE IN PUBLISHING THE SCHEDULE. A BATCH PROGRAM, TTR500, IS RUN NIGHTLY TO CREATE A SEQUENTIAL FILE OF THE RECORDS CREATED BY TTR020 FOR STUDENTS WITH OUTSTANDING TUITION WHO WISHED TO HAVE THEIR TUITION CHARGED TO VISA, MASTERCARD, OR DISCOVER CARD. THE FILE IS LATER DOWNLOADED FOR FURTHER PROCESSING ON A PC. A CHARGE-CARD APPLICATION ON THE PC IS USED BY THE BUSINESS OFFICE TO PROCESS THE CHARGES. IT CONSISTS OF SEVERAL PROGRAMS WHICH ACCOMPLISH SEVERAL STEPS, INCLUDING (1) DOWNLOADING THE FILE TO THE PC, (2) AUTOMATICALLY RUNNING THE ONLINE PROGRAM, REC040, TO DETERMINE THE AMOUNT OF OUTSTANDING TUITION, POST THE PAYMENT, AND PRINT THE REGISTRATION IDENTIFICATION FORM, (3) PRINTING A LIST OF THE STUDENTS WHO CHARGED THEIR TUITION BY TOUCH-TONE TELEPHONE TO SHOW THE AMOUNT OF TUITION CHARGED, (4) CREATING A FILE OF BANKCARD DRAFT AUTHORIZATION TRANSACTIONS FOR STUDENTS WHO WERE SUCCESSFULLY PROCESSED BY REC040, (5) SUBMITING THIS DATA VIA A MODEM AND SOFTWARE PURCHASED SPECIALLY FOR THIS PURPOSE, AND (6) PRINTING SALES DRAFT SLIPS TO SEND TO THE STUDENT (OPTIONAL). AT THE END OF THE REGISTRATION AND ADD/DROP PERIOD, TTR510 CAN BE RUN TO PRODUCE A HARDCOPY LOG OF THE TRANSACTIONS THAT WERE PROCESSED USING TTR020. THIS REPORT PROVIDES AN AUDIT TRAIL OF THE DATES AND TIMES THAT CLASSES WERE ADDED AND DROPPED BY TELEPHONE, SINCE ADMISSIONS AND RECORDS DOES NOT HAVE REGISTRATION FORMS FOR THESE STUDENTS. TTR520 PRODUCES STATISTICS BY CAMPUS AND DIVISION SHOWING THE NUMBERS OF STUDENTS ELIGIBLE AND UTILIZING THE TELEPHONE REGISTRATION AND PAYMENT SYSTEM. ONCE THE SEMESTER IS WELL UNDER WAY, AND THE CREDIT CARDS HAVE ALL BEEN PROCESSED AND THE REGISTRATION LOG PRINTED, TTR320 IS RUN TO DELETE THE REGISTRATION LOG AND CREDIT CARD RECORDS. NON-CREDIT (CEU) REGISTRATION AND PAYMENT: ------------------------------------------ THE ONLINE PROGRAM TTR050 IS USED TO REGISTER AND COLLECT CREDIT CARD INFORMATION ON NON-CREDIT CEU COURSES. IT FUNCTIONS QUITE SIMILARLY TO REGISTRATION FOR CREDIT COURSES, EXCEPT THAT CALLERS ARE REQUIRED TO PROVIDE VALID CREDIT CARD NUMBERS BEFORE THE REG- ISTRATION IS COMPLETE. THE FOUR-CHARACTER CLASS IDENTIFICATION NUMBERS ARE OPTIONALLY ASSIGNED AUTOMATICALLY WHEN THE CLASSES ARE ENTERED ON CEU110. THE SCHEDULE CAN BE PRINTED USING CEU502. CREDIT CARD PROCESSING IS DONE USING THE SAME BATCH PROGRAM TTR500 WHICH WILL OPTIONALLY BUILD CREDIT, NON-CREDIT OR BOTH TYPES OF CHARGES IN THE FILE. THE PC PROGRAM WILL RUN THE NON-CREDIT R&I PROGRAM REC070 TO PRODUCE CHARGES IN SIS. INFORMATION REGARDING THE NON-CREDIT REGISTRATIONS MAY BE OBTAINED BY RUNNING TTR510 FOR THE AUDIT TRAIL, AND TTR530 TO PRODUCE STA- TISTICS. CLASS STATUS INQUIRY: --------------------- THE ONLINE PROGRAM TTR100 DISPLAYS CLASS INFORMATION IN A FORMAT THAT IS INTENDED FOR THE COMPUTER TO READ AND RELAY TO THE CALLER. THE DATA MAY BE OBTAINED BY THE FOUR-CHARACTER ID NUMBER OR THE REGULAR CLASS ID OR COURSE NUMBER. 2.0 SYSTEM NARRATIVE ---------------- CREDIT REGISTRATION/PAYMENT 1. ENTER THE SCHEDULE USING SCH010. 2. RUN TTR300 TO ASSIGN TOUCH-TONE CONTROL NUMBERS. 3. RUN SCH810 TO PRINT THE SCHEDULE TO BE PUBLISHED. 4. SET THE PROGRAM OPTIONS FOR TTR020, ESPECIALLY THOSE RELATED TO REGISTRATION AND PAYMENT DATES. 5. TURN ON THE VRU. 6. STUDENTS CALL THE VRU AND REGISTER FOR CLASSES AND/OR CHARGE TUITION. 7. RUN TTR500 TO CREATE A FILE OF CHARGE-CARD TRANSACTIONS NEEDING TO BE PROCESSED. 8. RUN THE CHARGE-CARD APPLICATION ON THE PC TO APPLY THE CHARGES TO THE STUDENT DATA BASE USING REC040 AND SUBMIT THIS DATA VIA A MODEM TO THE BT TYMNET HOST SYSTEM USING 'PCTRANS' SOFTWARE. 9. AFTER ADD/DROP, RUN TTR510 FOR THE REGISTRATION LOG. 10. RUN TTR320 TO DELETE THE SEMESTER'S CREDIT CARD AND REGISTRATION LOG RECORDS. NON-CREDIT REGISTRATION/PAYMENT 1. ENTER THE SCHEDULE USING CEU110. 2. RUN CEU502 TO PRINT THE SCHEDULE TO BE PUBLISHED. 3. SET THE PROGRAM OPTIONS FOR TTR050. 4. TURN ON THE VRU. 5. STUDENTS CALL THE VRU AND REGISTER FOR CLASSES AND/OR CHARGE TUITION. 6. RUN TTR500 TO CREATE A FILE OF CHARGE-CARD TRANSACTIONS NEEDING TO BE PROCESSED. 7. RUN THE CHARGE-CARD APPLICATION ON THE PC TO APPLY THE CHARGES TO THE STUDENT DATA BASE USING REC040 AND SUBMIT THIS DATA VIA A MODEM TO THE BT TYMNET HOST SYSTEM USING 'PCTRANS' SOFTWARE. 8. AFTER ADD/DROP, RUN TTR510 FOR THE REGISTRATION LOG. 5.0 IMPLEMENTATION PROCEDURE ------------------------ TO USE THE VRU: YOU MUST HAVE A VRU PROGRAMMED TO INTERACT WITH SIS, TELEPHONE LINES DEDICATED TO THE VRU, AND A HOST USER ID FOR THE VRU TO ACCESS IMS, AND APPROPRIATE TRANSACTIONS ON THE PASSWORD. TO RUN THE PC CHARGE CARD APPLICATION: YOU MUST HAVE A PERSONAL COMPUTER WITH A HARD DRIVE CONTAINING THE NECESSARY SOFTWARE. YOU MUST HAVE A USER ID AND PASSWORD WITH ACCESS TO TSO AND IMS (REC040). YOU MUST HAVE A MODEM FOR DIALING THE TYMNET NETWORK AND CONNECTING TO THE BT TYMNET HOST (HAYES OR HAYES-COMPATIBLE). THE 'PCTRANS' SOFTWARE MUST BE INSTALLED WITH THE APPROPRIATE PRINTER AND MODEM CONFIGURATIONS AND A VALID MERCHANT PROFILE. YOU NEED A PRINTER ATTACHED TO THE PC AND ONE FOR REC040 WHICH HAS BEEN DEFINED TO IMS. 8.0 CHANGE HISTORY -------------- 8.1 VERSION NO: V5.09 CHANGE DATE: 02/15/94 PROGRAMMER NAME: DIANE LIVELY/SUE TATE PROGRAM CHANGE REQUEST NO: 13795 DESCRIPTION OF CHANGE: NEW RELEASE. 8.2 VERSION NO: V5.21 CHANGE DATE: 03/15/95 PROGRAMMER NAME: SUE TATE PROGRAM CHANGE REQUEST NO: 14994 DESCRIPTION OF CHANGE: ADDED DESCRIPTION OF SYSTEM ENHANCEMENTS.