RIO Ed - Program Transition Wizard

Overview

Introduced in v3.24, the Program Transition Wizard is a new component that allows users to safely transition existing Program Enrollments to a new Program Plan. Using the wizard, all associated Course Connections, PE Groups, and Program Pathway assignments are restructured to reflect the new plan.

This is useful when a Program Plan is being retired or replaced, and you need to move currently enrolled students onto the new plan without losing credit for work they've completed.

Through the use of a Job Queuing framework, updating all of the relevant information can be queued up and performed in a few clicks.

Setup

Data Setup

All Courses from the old Program Plan should have the same or equivalent Course accessible in the new Program Plan. 

In cases where the Course is being replaced, a replacement course can be created via an Agreement Course. Courses on the old plan that are mapped to a replacement course via an Agreement Course (with Use For Auto Credit Transfer enabled) are automatically reparented to the equivalent Course in the new plan, and a PE Course Replacement record is created to track the relationship. 

Courses that have no match on the new plan and no Agreement Course mapping are considered orphaned, and any Program Enrollment containing an orphan Course Connection is excluded from the transition and marked as failed so it can be resolved and retried.

Component

The RIO Ed - Program Transition component needs to be added to the Academic Program (Account) lightning record page.

Custom Metadata

The Program Transition job metadata needs to be active in Setup > Custom Metadata > Job Queue Config.

Based on the data and custom automations in your Salesforce instance, there are 2 fields that might need to be updated: the Job Generator Batch Size and the Job Handler Batch Size.

If you are consistently hitting Apex CPU timeout errors, you may need to lower these numbers.

• Job Generator Batch Size:
  • The number of records queried at a time when generating the transition jobs.
  • By default, we set this to 100.
     
• Job Handler Batch Size:
  • The number of Program Enrollments transitioned at a time.
  • By default, we set this to 5.

Usage

Main Screen

The main screen will show any Program Transition Job Queues for the given Academic Program. By default, the newest jobs will be displayed at the top. 

To start a new job, click the “New” button.

New Jobs

The New Job screen is split into four steps.

Step 1 - Plan & Pathway Selection

Select the source and target plans for the transition:

• Existing Program Plan: The Program Plan to transition FROM. Must belong to the current Academic Program.
• New Program Plan: The Program Plan to transition TO. Must be a different plan from the same Academic Program.
• New Program Pathway: The Program Pathway to be assigned to all transitioned Program Enrollments. The options shown are the Program Pathways that belong to the selected New Program Plan.
  • (This field will not appear until you have selected the New Program Plan)

Step 2 - Program Enrollment Selection

Choose which Program Enrollments to include in the transition:

• All: Applies the transition to all Program Enrollments currently assigned to the existing plan (filtered by the Program Enrollment Statuses configured on the component - Current by default).
• Manual Selection: Allows specific Program Enrollments to be selected from a filterable datatable. Optional filters include Program Offering, Class Year, and Class Standing.

Note: The Program Enrollment table is displayed only if "Manual Selection" is chosen.

Step 3 - Transition Rules

• Update credits of existing completed course connections?: If Yes, credits are copied from the old Program Plan requirements to the matching new ones.

Step 4 - Summary

This screen provides a complete summary of all the options you have selected.

Once ready, click “Add Job”.

Note:

Job Queue records will be created and processed using the Salesforce Apex Queue system.

This system waits until there are available resources, and then runs in the background automatically.

Depending on how many Program Enrollments are affected, or how many other jobs are already running, it's possible that not all jobs will show up immediately after returning to the main page - that's okay!

The code will continue to process and add the jobs behind the scenes. You can click the Refresh button in the dropdown menu after a few seconds and the rest of the jobs should show up.

A summary of the transition (Job Queue Id, from/to Program Plan, whether credits were updated, who submitted it, and when it completed) is stored on each transitioned Program Enrollment's Program Transition Summary field once processing finishes.

Dropdown Menu

The dropdown menu next to the “New” button provides additional options:

Cancel Jobs

You can select Job Queues in the table, then choose to Cancel Jobs. This only works for jobs that have not started Processing. 

Retry Jobs

You can select a failed Job Queue in the table to choose to Retry Jobs. From here, you will have the option to retry all of the records, or only the records that failed - for example, only the Program Enrollments that failed due to orphan courses, once those have been resolved.

Refresh

This option can be used to refresh the list of Job Queue records. Use this to retrieve updated statuses as jobs complete, or update the queue when many jobs are being added at once and haven't all been displayed yet.

Clear All Jobs

This will delete all Job Queue records related to the current Academic Program. 

Help

This will give the user a quick in-component summary of how to use the wizard.

Troubleshooting

Program Enrollment has course connections referencing courses not present on the new plan

If a Program Enrollment fails with this message, it has a Course Connection for a Course that does not exist on the New Program Plan and is not mapped to a replacement course via an Agreement Course (with Use For Auto Credit Transfer enabled). Add the missing Plan Requirement Course to the new plan, or create/update an Agreement Course mapping, then retry the failed job.

Developer section