Once a Credential Order Item has been created and is waiting in an “Ordered” status, these orders can be picked up for processing. The processing will occur on a regular basis throughout each day and will validate the order to ensure that it passes all of the validation rules and then generate the credential documentation to allow this documentation to be sent for printing.

process_credential_order_items_v2.vsdx

The following terms will be helpful to understanding this business process document.

This term includes diplomas and/or certificates that are offered by Alberta Education.

This is a letter created with every physically printed credential document. This cover letter contains the credential recipient name, mailing address, ASN information and confirms that the student has been awarded with the credential. Students will require the information provided in this letter for further communication with Alberta Education and other organizations. This letter will be produced in either English or French based on the document language specified in the document order item.

This is functionality that processes credential document order items. It creates and stores the intermediary credential PDF for the delivery processes.

An ‘order’ is a mechanism to collect relevant data required to generate and deliver a document. Orders are used to generate all document types (credential, transcript, letter) regardless of whether payment is required or not. The document may be delivered electronically or via print and physical delivery.

After Student Records awards a Credential to a Student, they create a Document Order for the Credential to be printed and sent to the Student. This is referred to as the “First-run” as it is the first time the Student will have receive a print of the Awarded Credential. The First-Run Credential Orders is always addressed to the Student.

A Student or a 3rd party requestor (with permission from the Student) may request for a reprint of an Awarded Credential, either for replacement purposes (e.g. Student lost their original print from the first-run), or for application or legal purposes (e.g. employers wanting an official reprint of the Student’s Credentials). Unlike the first-run Credential orders, a reprint can be addressed to a 3rd party requestor, and thus the Cover Letter on a reprint Order differs from a first-run order. A Reprint will always generate a Credential document with the same Credential Type, Credential Number and Student Name as the original first-run order, however the document will follow the current layout/templates and paper specification for that Credential Type.

A user can re-order of a Document Order Item to create a new Document Order with a Document Order Item that has default values copied from the source Document Order Item. Once submitted, the re-ordered item is linked to the source item.

The re-order function allows Student Record users to generate a new order for the requestor in cases where the initial order was not successfully delivered to the intended recipient. For example, if the initial order was sent to the wrong address, a Student Records user can perform a re-order and correct the address on the new order so that it can be successfully sent to the recipient.

The cover letter generated on a re-order depends on the source Document Order Item; if the source item is a first-run then the first-run cover letter would be used; otherwise the reprint cover letter would be used.

This scenario begins when at least one credential order item is in an “Ordered” status.

1. PASI retrieves all credential order items with a current status of “Ordered”.

2. PASI selects the first credential order item that was retrieved to process.

3. PASI validates the credential order item.

4. PASI gathers the credential letter and credential content.

5. PASI generates the credential letter and credential document in English.

a. Where the document language on the credential order item was set to “English”, the documents will be generated in English.

6. PASI creates a credential official document record and save the PDF.

7. PASI updates the special handling status to “Not Required”.

8. PASI updates the credential order item status to “Ready for Delivery”.

This scenario ends with the credential order item containing a document to send for printing and a status of “Ready for Delivery”.

This scenario continues from step 3 of the Primary Scenario where one or more of the validation checks failed for a credential order item.

4. PASI updates the credential order item status to “System Hold”.

This scenario ends with the credential order item status being set to “System Hold” for the order item that failed validation.

This scenario continues after Step 4 of the Primary Scenario where the document language on the credential order item has been set to “French”.

5. PASI will generate the credential letter and credential document in French.
a. Where the document language on the credential order item was set to “French”, the documents (Credential Letter and Credential) will be generated in French.

This scenario continues from step 6 of the Primary Scenario.

This scenario continues after Step 4 of the Primary Scenario where the document order item is a reprint order, or a re-order of a reprint order, and the document language is English

5. PASI will generate the reprint credential letter and credential document in English b. Where the document language on the credential order item was set to “English”, the documents will be generated in English.

This scenario continues from step 6 of the Primary Scenario.

This scenario continues after Step 4 of the Primary Scenario where the document order item is a reprint order, or a re-order of a reprint order, and the document language is French.

6. PASI will generate the reprint credential letter and credential document in French.

c. Where the document language on the credential order item was set to “French”, the documents (Credential Letter and Credential) will be generated in French.

This scenario continues from step 6 of the Primary Scenario.

This scenario continues after Step 6 of the Primary Scenario where the document delivery method on the credential order item has been requested as one of these:

• Courier

7. If delivery method is any of the above, PASI will update the credential document order item’s special handling status to ‘Outstanding’.

This scenario continues from step 8 of the Primary Scenario.

This scenario continues from step 8 of the Primary Scenario where more credential order items were selected for processing and have not been processed at this time.

9. PASI selects the next credential order item that was selected/is available for processing.

This scenario continues from step 3 of the Primary Scenario.

The following artifacts will be produced out of the credential order item processing in PASI and included as PDF documentation for printing.

Currently, approximately 30,000 credentials get awarded every year to students who received their high school credentials from Alberta Education. The credential order item processing will need to handle at least 30,000 credential orders per year. The peak time for awarding, ordering and processing is June when the majority of students are finishing up their grade 12 year after having achieved all of their credential requirements.