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Student Address and Communication Data (Changed and Enhanced)

Use

Up to release CM 4.63, the address data (postal address, phone and fax numbers) and e-mail address of students was stored in the infotypes Address (1028) and Mail Address (1032) respectively. This communication data was duplicated in the business partner master record.

As of release CM 4.64, address data is only stored in the business partner record in central address management. The infotypes Address (1028) and Mail Address (1032) are no longer used for students. You can now use all the business partner address management functions for students. These functions enable you to:

  • Store an unlimited number of addresses
  • Create a sufficient number of address fields of appropriate length
  • Store several phone numbers, fax numbers, and e-mail addresses for a single address
  • Use a uniform address format for students and related persons
  • Improve address checks and input help using a regional structure
  • Assign several address types to one address
  • Maintain address data in the business partner maintenance transaction
  • Define a user-specific address format in the user parameter ADDRESS_SCREEN

The following restrictions apply to this functionality:

  • You cannot create an e-mail address without specifying a country for the postal address. (This restriction only applies in release CM 4.64. It will no longer apply in the next release at which time address-independent communication data will be implemented.)
  • It is no longer possible to change address data retroactively.
  • You can only change address data for future dates in the maintenance dialog. The BAPIs for address data maintenance enable you to access current address data only.

Effects on Customizing

Up to release CM 4.63, you were able to store one address for each address subtype. Now you can store as many addresses as you want. You can define one of these as the standard address, and assign several address types to each address to designate the address usage.

You may have to create additional address types for students if you have not already done so in a previous release. As the assignment of address types to addresses represents a different approach, it will not always be necessary to create an address type for each address subtype.

You can set up address usages in the Customizing activity Define Address Types.

If your system contains student address data, you must maintain or check table T7PIQADRKIND before starting the conversion report. Detailed instructions on how to use the program are given at the end of this release note.

Changes to the Interface

Deactivating Maintenance Dialogs for the Infotypes Address (1028) and Mail Address (1032)

As of release CM 4.64, you can no longer maintain the infotypes Address (1028) and Mail Address (1032) using student master data maintenance (PIQSTM) or transaction PP01.

The tab page that contains this infotype data (PIQADDRM or PIQADDRN) was deactivated in the standard system.

If you want to display existing records before you convert them, you can use transaction PP01 or activate tab page PIQADDRM or PIQADDRN in Customizing as described in the activity Change Display and Sequence of Tab Pages for the duration of the conversion. However, you must make sure to deactivate this tab page before you start production operation. If you do not, the data will not be updated and obsolete address data will be displayed.

Activating the New Maintenance Dialogs

As of release CM 4.64, the system has two new tab pages for maintenance of address data in student master data maintenance:

  • PIQBPADD: Direct maintenance of standard address
  • PIQBPADO: Address overview (with navigation to address usage maintenance)

The two tab pages are activated in the standard system and therefore visible in master data maintenance directly after the upgrade. You can make required changes in the activity Change Display and Sequence of Tab Pages.

The system prevents loss of data through overwriting of new address data with old address data by blocking student address maintenance until data the end of conversion.

Effects on Existing Data

Existing student address data must be converted with the program RHIQU464_STUDENTADDRESS (Conversion of Student Address Data from Rel. 4.63 -> Rel. 4.64). You must run this program in each client that contains student data. When address data has been successfully converted, the system sets the relevant status in a system table. The system blocks address data maintenance for student master records until conversion of the current address data has been completed.

The program does not automatically convert future address changes, that is, records of the infotypes Address (1028) and Mail Address (1032) with a future start date. (This was agreed upon with Campus Management pilot customers.) However, the conversion program does enable you to create a list of future address changes which serves as a basis for manual updating of addresses.

Detailed instructions on how to convert address data are given at the end of this release note.

Effects on Data Transfer

You must adjust existing programs for transfer of student address data. Detailed information on new and changed function modules is found in the release note BAPIs and Remote-Enabled Function Modules for Student Master Data.

You can determine whether you need to make adjustments by generating a where-used list for the function modules BAPI_STUDENT_CREATEFROMDATA2, BAPI_STUDENT_GETDETAIL2, and BAPI_STUDENT_CHANGE2. If either of these function modules is used in user-defined programs and this function module uses the STUDENTEMAIL or STUDENTADDRESS parameter, you must make the necessary adjustments.

Request for Admission (Internet Service Request)

You must also make a few slight changes to the Internet service request for admission.

To ensure that you can display and edit requests which were submitted with a scenario that uses the old address structures, you must create a new scenario with the following changes:

  • Use the new structures for central address management (piqapp_addresszav, piqapp_adtel, piqapp_adfax, piqapp_adpag, piqapp_adsmtp, and piqapp_addressusage) as characteristics instead of the old structures (piqapp_address and piqapp_email).
  • Adapt your HTML form to the new structures.
  • Use the function module HRIQ_ISR_STUDENT_CREATE_CAM to create a student instead of the function module HRIQ_ISR_STUDENT_CREATE.
  • Replace the function module HRIQ_ISR_CONTFILL_AFTER_SAVE with the function module HRIQ_ISR_WFCFIL_AFTER_SAVE_CAM.

The function modules from release CM 4.63 have been adjusted so that the data in the old structures is transferred to the new central address management structures. You therefore do not need to define a new scenario immediately after the release upgrade, and can still display and edit the requests that were submitted with the old scenario. You must use the new function modules (see above) in the new scenario.

We strongly recommend that you define a new scenario and keep your old scenario when you convert to central address management. Only then can you display and edit the requests that were submitted with the old scenario.

Procedure for Converting Address Data

When you call the selection screen of conversion program RHIQU464_STUDENTADDRESS, you see whether or not conversion has been run.

Preparing the Conversion

  1. Familiarize yourself with the concept of address types and address usages. Decide which address types you require for students, and create these (Define Address Types). You may already have set up the address types for address data duplication in release CM 4.63. You should therefore first check the system settings.
  2. During conversion of student address data, the program creates a business partner address for each existing student address (but only if a business partner address is not already available).
If a student has several addresses, you must designate one of these as the standard address. You can then assign an address type to each address. The assignment of address types is not mandatory.
  1. Determine which address subtypes you require for students.
  2. If several addresses exist, define which of the address subtypes should be designated as the standard address during conversion.
  3. Specify whether you want to create an address usage for the addresses maintained for an address subtype.
  • Check the entries in table T7PIQADRKIND, and create any new entries you require (Table Maintenance):
    • Create a table entry for each address subtype including the main address.

    • If you want to create an address usage for the address of an address subtype, enter the address type in the field Address type. Leave the field blank if you do not want the program to create an address usage during conversion.

    • Select one address subtype as the standard address. (This is usually the main address subtype.

    • Save your entries.

    1. Check the consistency of Customizing settings by choosing Check Customizing on the selection screen of conversion program RHIQU464_STUDENTADDRESS. (This function is located at the bottom of the selection screen). Keep adding entries to table T7PIQADRKIND until the check is performed successfully.
    2. Read the conversion program documentation .
    3. Run the conversion program for students with address data in the simulation mode. (You can display the student object ID in the Student File by choosing Utilities -> Technical information.)
      1. Examine the error log, and analyze all termination and error messages. For example, a warning message might indicate that the system was unable to distinguish the area code from the telephone number.
      2. Using the interactive output list, check whether the displayed address list is correct and contains all the addresses which are not yet in the business partner master record (address overview in student master data maintenance).
      3. If your system contains address data with a future start date, you must also run the conversion program for one of these students, and check the output.

    Testing the Conversion Program

    1. Run the conversion program in the simulation mode for all students in the background. You can use variant SAP &SIMUL_ALL.
    • Examine the error log.

    • Check the output list for records that were not converted.

    • The result statistics provides information on the number of addresses to be converted, and on the incorrect addresses and future address changes that have to converted manually.

    When you have remedied the errors, start the conversion program.

    Converting Current Address Data

    Run the conversion program in the background for all students with the option process data for today only, or use the variantSAP&CONVTODAY

    You need a special authorization to run the conversion program (see program documentation).

    During conversion, the system locks all business partners. You must therefore make sure that no users are editing business partner master records before your start the program.

    The system generates a log if conversion was performed successfully for all students. If conversion was not performed successfully, determine which addresses could not be converted and run the program again.

    If the system still contains addresses without business partner records and you have decided to either ignore them or transfer them manually, you can end conversion by running the program with the Set Status 'completed' indicator set.

    Create List of Future Address Changes

    If the system contains future address changes, transfer these changes manually. You can create a list of future address data by running the conversion report with the variant SAP&LISTFUTURE.

    Concluding Address Conversion

    When address conversion has been completed successfully and the system table is designated as completed, you can maintain student address data.

    Now you can transfers the future address changes to master data. To do so, choose the student in the maintain student master data transaction by entering the student number. Set the key date to the date of the address change, enter the address data for this key date, and save your entries.

    If the tab page that contains the address data in the infotypes Address (1028) and >LS>Mail Address (1032) is still activated, deactivate it.






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