PowerSchool ERP System Administration
PowerSchool ERP System Administration
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Professional Development Approval Process and Workflow Notifications

This section outlines the prerequisites and data flow for the Professional Development workflows.

Prerequisites

To use this workflow, you must define the following:

  • Your settings on the User Email and Users Forms tabs on the Professional Development option of the Workflow Configuration Profile. For details, refer to User Email Tab and User Forms Tab.

  • Your settings on the Course Email and Course Forms tabs on the Professional Development option of the Workflow Configuration Profile. For details, refer to Course Email Tab and Course Forms Tab.

  • Your settings on the Course Registration Email and Course Registration Forms tabs on the Professional Development options of the Workflow Configuration Profile. For details, refer to Course Registration Email Tab and Course Registration Forms Tab.

In addition, you must select the following checkboxes on the Workflow Configuration Profile's Global Settings Tab:

  • Professional Development Users?

  • Professional Development Courses?

  • Professional Development Registration?

User Data Flow

Once the prerequisites have been completed, when a participant/instructor registers for the first time with your organization, the workflow notifications will be sent. This section will follow a new external participant/instructor request from entry to completion.

Note

An internal employee will access Professional Development though Employee Access Center.

  1. A potential participant/instructor accesses the Professional Development Login page using the URL provided by your organization and then clicks Create New User. The Create a New Professional Development Account page will display. The participant/instructor will fill out all the required information and then click Submit. A confirmation will display indicating the submission has been successful.

  2. When the registration has been submitted, the Registration Needs Approval workflow notification will be sent to the approvers defined on the User Forms tab. The approvers will receive this notification by either email or the Activities panel of the PowerSchool ERP home page, depending on their User Preferences.

  3. Once the approver receives notification, they need to access the Participants/Instructors table in the Professional Development Reference Tables. This can be done by clicking the URL in the email notification, selecting the activity, or selecting the Human Resources > Reference Tables > Professional Development > Participants/Instructors option.

  4. In the List section, the approver will select the potential participant/instructor and either click Approve on the toolbar to approve the user or Deny to deny the user.

  5. If the approver clicks Deny, a Denial Comment page will display where they can enter a comment. A final confirmation delete confirmation will appear. If the approver clicks Yes, the record will be deleted from Professional Development and the Registration Denied notification will be sent to the potential participant/instructor. If the approver clicks No, the denial will be canceled and the potential participant/instructor will remain IN - Inactive.

  6. If the approver clicks Approve, the Approval Status will change from IN - Inactive to AC- Active and the participant/instructor will have access to Professional Development. At that time the Registration Approval notification will be sent to the participant/instructor.

  7. Before or after the approval, the approver or administrator can select whether the user is an instructor, a participant, or both. The Approve action item will set the user as a participant by default. To edit the participant/instructor's record, the approver or administrator will select the records.

  8. In the Participant/Instructor information section, the approver or administrator can select or clear the Instructor and Participant boxes. These fields determine which menus the user will have access to within Professional Development.

Course Data Flow

When an instructor who has successfully registered with your organization submits a course to your organization, the workflow notifications will be sent.

  1. Once a user has been approved as an instructor, they can log into Professional Development and submit a course. When logged in, the instructor will select Submit New Course from the Instructor/Facilitator menu.

  2. The instructor will enter the course information on the Course Definition tab. When all that is required has been entered, the instructor will click Save. A message confirming the record has been accepted will appear at the top of the page and the instructor will move to the other tabs to fill out further class and course information.

  3. When the new course has been submitted, the Course Needs Approval workflow notification will be sent to the approvers. The approvers will receive this notification through email or as an activity, depending on their User Preferences.

  4. When the approver receives Course Needs Approval workflow, they need to access the Courses page. This can be done by clicking the URL in the email notification, selecting the activity, or through the Human Resources > Entry & Processing > Professional Development > Courses option.

  5. In the List section, the approver will select the course and then click Approve on the toolbar to approve the course or Deny to deny the course.

  6. If the approver clicks Deny, a Denial Comment page will display. The approver can enter a comment. A final delete confirmation will appear. If the approver clicks Yes, the course will be deleted from Professional Development and the Course Denied notification will be sent to the instructor. If the approver clicks No, the denial will be canceled and the course will remain IN - Inactive.

  7. If the approver clicks Approve, the Status of the course will change to AC - Active. At that time the Course Approved workflow notification will be sent to the instructor. Depending on the Publish Type on the Course Definition tab of the Course page, internal and external participants will be able to view and register for the course.

Course Registration Data Flow

Participants are able to register for a course once a course has been submitted and approved. When a participant registers for a course, the workflow notifications will be sent. This section will follow a participant registering for a course to completing the course.

  1. To register for a course, a participant with access Professional Development will click Register on the Course Information page for a chosen course.

  2. Once the participant clicks Register, they will be taken to the Professional Development Registration Confirmation page. This will list the registration number and the status of their registration. When the participant receives the confirmation, the Course Registration Confirmation workflow notification will be sent to the participant.

  3. If the participant is placed on the wait list for the course, the Registration Confirmation will have a status of Waiting. At this time, the Wait List Notification workflow notification will be sent. If an opening becomes available in the course, the Registered after Wait List workflow notification will be sent and the participant's registration status will be Confirmed.