8 – Advanced Completion Workflow User Guide

How does it work?
Creating Completion Rules

Programme Conditions
Programme Component Conditions

Programme Actions
Programme Component Actions

What are Completion Rules?

Completion Rules are automated rules that can be run in your SELMA instance to automate many different tasks, they will have a list of Conditions that need to be met and a list of Actions that will run and you can have many Completion Rules against a single Programme or Programme Component that can run in sequence.

How does it work?

The Completion Rules are created by the Registrar in the Curriculum, once they are attached to either a Programme or a Programme Component they will able to run these rules against Enrolments that are enrolled into this Programme (The component must be an exact match for the Rule to execute).

Creating Completion Rules

Completion Rules are created and managed per Programme in the Curriculum, Curriculum->Manage Curriculum->Programme. You will find on the Components tab the “Edit Programme Rules” button along with the toggle for enabling or disabling the Completion Workflow for this specific Programme.

To create a Programme Rule click on the “Edit Programme Rules” button, this will show you a list (if any exist of your Completion Rules):

Click the “New Rule” button to create a new Completion Rule for this Programme.

Here there are a few options, the Completion Rules Name, the Completion Rules Conditions, the Completion Rules Actions, and a toggle to stop processing more rules.

If you would like many Conditions to be checked or many Actions to be executed you can add them using the “Add Completion Rule Action/Condition” button.

Here is an example of a simple Completion Rule to Successfully Complete the Enrolment when all Components are Successfully Completed.

To create a Programme Component Rule, navigate to the Components on the Programme edit screen:

Conditions

Conditions will determine whether or not the Actions will be executed, Conditions require extra details depending on what is selected.

The most common addition is the “Completed” option, this will determine what the Condition is checking, whether the item is Successfully Completed, Unsuccessfully Completed, or Either.

This will be treated as follows:

Component Completion:
- Successfully
  - Completion Code “2”
- Unsuccessfully
  - Completion Code “3”
- Either
  - Either Completion Code “2” or “3”
Component Grades
- Successfully
  - Grade Outcome “Pass”
- Unsuccessfully
  - Grade Outcome “Fail”
- Either
  - Either Grade Outcome “Pass” or “Fail”

Programme Conditions

Condition Name	Condition	Additional Option
Components Completed	Will check if all Enrolment Components within an Enrolment are “Completed”	Completed (Successfully Completed, Unsuccessfully Completed, or Either)
Parents Completed	Will check if all Enrolments Parent Components within an Enrolment are “Completed”	Completed (Successfully Completed, Unsuccessfully Completed, or Either)
Required Parents Completed	Will check if all Enrolments Required Parent Components within an Enrolment are “Completed”	Completed (Successfully Completed, Unsuccessfully Completed, or Either)
Required Components Completed	Will check if all Enrolments Required Components within an Enrolment are “Completed”	Completed (Successfully Completed, Unsuccessfully Completed, or Either)

Programme Component Conditions

Condition Name	Condition	Additional Option
Completed	Will check if the Enrolment Component is “Completed”	Completed (Successfully Completed, Unsuccessfully Completed, or Either)
Children Completed	Will check if the Enrolment Components Children are “Completed”	Completed (Successfully Completed, Unsuccessfully Completed, or Either)
Required Children Completed	Will check if the Enrolment Components Required Children are “Completed”	Completed (Successfully Completed, Unsuccessfully Completed, or Either)
Weighting Passed	Will check if the Enrolment Component has passed a specific weighting on it’s Children Components	Weight (The weight that Completed Children Weighting must add up to)
Unit Standard in ROA	Will check if the Student has a specific Unit Standard in their ROA.	Unit Standard (The Unit Standard to check against)
Completion Code	Will check if the Enrolment Component has a specific Completion Code	Completion Code (List of all Completion Codes to check against)
Children Completion Code	Will check if the Enrolment Components Children ALL have a specific Completion Code	Completion Code (List of all Completion Codes to check against)
Enrolment Component Status	Will check if the Enrolment Component has a specific Enrolment Status	Enrolment Status (List of all Enrolment Statuses to check against)
Grade Outcome	Will check if the Enrolment Component has a specific Grade Outcome	Completed (Successfully Completed, Unsuccessfully Completed, or Either)

Actions

Actions will be the Action that the Completion Rule should take once all Conditions are Met

Programme Actions

Action Name	Action	Additional Option
Complete Enrolment	Set a Enrolment to Enrolment Status “Finished and Complete”, Successfully Completed Tick “Yes” and Completion Date to the day it is executed.
Enrolment Event	Create an Event against the Enrolment	Note Type (List of Note Types), Note Priority (Task or Note Only), Event Body (The note text), if Note Priority is “Task”, then “Assigned User” and Due Date will be available as well.
Status Change	Change an Enrolment to a Specific Enrolment Status	Enrolment Status (List of Enrolment Statuses)

Programme Component Actions

Action Name	Action	Additional Option
Grade	Adds a Grade Attempt against the Enrolment Component	Grading Scheme (List of Grades)
Complete	Successfully Completes the Enrolment Component (Status “Finished and Completed”, Completion Code “2”, Completion Date the day the rule was executed
Complete Children	Successfully Completes the Enrolment Components Children (Status “Finished and Completed”, Completion Code “2”, Completion Date the day the rule was executed
Event	Create an Event against the Enrolment	Note Type (List of Note Types), Note Priority (Task or Note Only), Event Body (The note text), if Note Priority is “Task”, then “Assigned User” and Due Date will be available as well.
Status Change	Change the Enrolment Component to a Specific Enrolment Status	Enrolment Status (List of all Enrolment Statuses to check against)
Completion Code	Change the Enrolment Component to a Specific Completion Code	Completion Code (List of all Completion Codes to check against)
Complete from Grade Outcome	Will Complete the Enrolment Component based on the Grades Outcome, if it is a “Pass” grade will set to Status “Finished and Completed”, Completion Code “2”, Completion Date the day the rule was executed, if it is Grade Outcome “Fail” will set to Status “Finished and Incomplete” and Completion Code “3”
Grade from Children Grades	Will add a Grade based off Children Grades and total weighting. (Grades must have a percent value and weighting is optional otherwise the average will be calculated)

< Previous Page