njit student employment management system (sems) educause 2005 presented by: kathy j. bialk,...

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NJIT Student Employment Management System

(SEMS)

EDUCAUSE 2005

Presented by:

Kathy J. Bialk, Director of Student Financial Aid ServicesHaresh Gopal, Acting Director of University Information Services

NJIT Student Employment Management System (SEMS)

Copyright Kathy Bialk 2005. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

About NJIT NJIT — New Jersey’s Science

& Technology University — maintains “the edge in knowledge” that enables us to be innovative, entrepreneurial, and engaged.

Offers baccalaureate through PhD. degrees in engineering and technology disciplines, computer and information science, architecture, management, applied sciences, mathematics and biotechnology.

8,000+ students

About Student Employment

Student employment became a major function and responsibility of the Student Financial Aid Services Department (SFAS) fall 2002.

SFAS processes approx. 4,000 student employment assignments annually totaling $8.5 million

Federal Work-study: $ .5 million Institutional Work-study: $ 2.5 million Stipend: $ 5.5 million

SEMS Overview

Facilitates efficient and effective coordination of campus resources to serve the needs of students, campus employers and administrative offices, as well as assists the university in meeting employment regulatory requirements.

SEMS Enterprise Integration Strategies – Key Participants

Design, testing, debugging and implementation: Student Financial Aid Services 2 Senior University Information Services staff

members (contributing approximately ¼ FTE) 2 part-time graduate students

User Acceptance: Feed-back sessions, On-site training

SEMS Enterprise Integration Strategies - Scope

Various Users Utilizes existing enterprise administrative systems

data – SIS, HRS & FRS User access entry through web portal interface Integration ultimately achieved through a

complement of web services technologies – Java Server Pages (JSP), Java, Apache Tomcat Servlet engine, JDBC application program interface software, Connx middleware and NJIT directory database.

SEMS Enterprise Integration Strategies – Support & Funding

Presented and approved by Senior Management and Associate Provost/CIO

Presented to SIS Users Project Subcommittee for approval and prioritization

Source of funding for graduate student wages were shared by both SFAS & UIS

Partially implemented fall 2002, fully implemented fall 2004; SEMS v. 2 deployed fall 2005

Leveraged investment in legacy system No added expense for software purchase

Utilizing existing software and open-source technology

Nominal cost to fund “student” employee to work with NJIT staff to develop SEMS

SFAS performing student employment functions more efficiently and effectively with 1.5 FTE staff person

More satisfied campus-community

Benefits

SEMS Functional – 3 Role Based Modules

Student

Employer

Administrative

SEMS Security

All users must have a valid University Computing Identification (UCID) and password to access the NJIT web portal Use of UCID is promoted

to NJIT students, faculty and staff & supports the integration strategy developed by UIS

SEMS – Employer Module Post jobs Manage Jobs

Deactivate, Activate, Repost Delegate Authority of Jobs or Applications

Manage Applications Review applications Search/review by Major, Class, Federal Work-study

eligibility or by key word (advanced search) Shortlist, Offer, Reject Rehire, Pay rate Change Final confirmation for employment authorization

On-line Help

SEMS Employer Module – Demo

http://shubh.njit.edu:8080/SEMSDEMO/Welcome.jsp

SEMS – Student Module

Job Search Job Offer Notification

Status of Job Offer Processing

Option to reject job offer

SEMS Student Module – Demo

http://shubh.njit.edu:8080/SEMSStudentDEMO/Welcome.jsp

SEMS – Administrative Module

Applications Validate

Enrollment, Satisfactory Academic Progress, Federal Work-study Eligibility, & I-9 Employment Eligibility

Move to Pending (incomplete; cannot validate) Reject

Pay Rate Changes

SEMS – Administrative Module

Admin Semester Dates Job Role Job Categories Application Questions Student Search Clone a Job

Letter of Employment for International Students to Apply for Social Security Number

SEMS Administrative Module – Demo

http://shubh.njit.edu:8080/SEMSAdminDEMO/Welcome.jsp

Servlets

SIS FRS

directory SEMS

Connx

JSP

JDBCLDAP

Browser

HRS

batch

SEMS Enterprise Integration Strategies – Technologies

SEMS Enterprise Integration Strategies

Technology Solutions

Portal SunGard SCT Campus Pipeline

Application server Apache Web Server, Tomcat Java Servlet Engine

SEMS Enterprise Integration Strategies

Technology Solutions

Packaged administrative systems

SunGard SCT PLUS: SIS/FAM,

HRS, FRS

Middleware & Adpater Connx, JDBC

SEMS Enterprise Integration Strategies

Technology Solutions

Authentication Directory server

LDAP

Programming Languages Java, JSP, XML

Technical Infrastructure Integration Strategy

Adaptable, flexible & supports a reusable software development methodology

Technologies supporting strategy have been in practice for several years & have created much operational efficiency

Legacy systems lifecycle have been extended due to the implementation of integration technologies

Special Thanks & Credit To NJIT Students Anupama Putcha – M.S. Computer Science ’02

Siby Alappatt – M.S. Computer Science ’03

Ping Peng – M.S. Computer Science ’04

Lovina Dadlani – M.S. Computer Science – 2nd year graduate

Sapan Parikh – M.S. Computer Science – 1st year graduate

Questions ?

Kathy Bialk – bialk@njit.edu

Haresh Gopal – gopal@njit.edu

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