session #27735 march 1 st, 2010 how can we be more effective and efficient in campus solutions

Session #27735Session #27735

March 1March 1stst, 2010, 2010

How Can We Be More Effective and How Can We Be More Effective and Efficient in Campus SolutionsEfficient in Campus Solutions

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PresentersPresenters

Nicole ParkmanNicole Parkman, , Project ManagerProject Manager

The College of New JerseyThe College of New Jersey

Jill PallaJill Palla, Account Manager, Account ManagerCedarCrestone Inc.CedarCrestone Inc.

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OverviewOverview

TCNJ leveraged their Campus Solutions TCNJ leveraged their Campus Solutions implementation to implementation to standardize and improve standardize and improve

business processes, where possible. business processes, where possible. In In doing so, they each made significant strides doing so, they each made significant strides

toward optimizing the value of their toward optimizing the value of their technology investment and established technology investment and established

structures to guide their continued success.structures to guide their continued success. Effectiveness and Efficiencies are still evaluated daily as this is an ongoing

process.

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AgendaAgenda

Overview of TCNJ ImplementationOverview of TCNJ Implementation Evaluated Opportunities to improve BPEvaluated Opportunities to improve BP Cross Functional ItemsCross Functional Items Evaluate Opportunities to identify Evaluate Opportunities to identify

bottlenecksbottlenecks Use Query, Process Monitor, & TestingUse Query, Process Monitor, & Testing Questions and CommentsQuestions and Comments

The College of New JerseyThe College of New Jersey State College in Ewing, NJState College in Ewing, NJ Primarily undergraduate liberal artsPrimarily undergraduate liberal arts Students - 5,600 FT, 330 PT, 850 graduateStudents - 5,600 FT, 330 PT, 850 graduate Faculty - 325 full-time, 350 adjunctFaculty - 325 full-time, 350 adjunct Staff - 675 full-time, 125 part-timeStaff - 675 full-time, 125 part-time

Student Employees/GA’s Student Employees/GA’s - 1,300- 1,300 Project ScopeProject Scope

Campus Solutions: Campus Community, Recruitment and Admissions, Campus Solutions: Campus Community, Recruitment and Admissions, Student Records, Financial Aid, Student Financials, Academic Advising, Student Records, Financial Aid, Student Financials, Academic Advising, Student and Faculty Self-ServiceStudent and Faculty Self-Service

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TCNJ GoalsTCNJ Goals

Go live on time and within budget Go live on time and within budget Greater Data IntegrityGreater Data Integrity Team Organization: Implementation and Team Organization: Implementation and

Post-ProductionPost-Production Improve Business ProcessesImprove Business Processes Standardize ProcessesStandardize Processes Address Cross-Functional IssuesAddress Cross-Functional Issues

Staffing: Organization of TeamsStaffing: Organization of Teams Implementation ModelImplementation Model

1 – Create Backups1 – Create Backups 2 – Knowledge Transfer2 – Knowledge Transfer 3 – Get the Best People on your Team3 – Get the Best People on your Team

Post Production ModelPost Production Model 1 – Create Backups1 – Create Backups 2 – Knowledge Transfer2 – Knowledge Transfer 3 – Ongoing Support3 – Ongoing Support

Post Implementation Post Implementation Very easy to get comfortable on the “lazy boy” Very easy to get comfortable on the “lazy boy”

after Go Live. after Go Live. Think about Training the “managers” who are Think about Training the “managers” who are

back in the office so they can (and know) they are back in the office so they can (and know) they are to carry on the baton.to carry on the baton.

Don’t assume that people know what their roles Don’t assume that people know what their roles are POST implementationare POST implementation

Make sure there is a clear hand off that this is no Make sure there is a clear hand off that this is no longer a PROJECT but are standard day to day longer a PROJECT but are standard day to day operations.operations.

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TCNJ Business Process ImprovementsTCNJ Business Process Improvements

Use Mapping Tools: Picture Card Design PCDMUse Mapping Tools: Picture Card Design PCDM Get all interested parties in the roomGet all interested parties in the room Map current business processMap current business process Look for ways to improve business processLook for ways to improve business process Figure out how BP fits into PeopleSoftFigure out how BP fits into PeopleSoft Keep track of BP ImprovementsKeep track of BP Improvements

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Cross Functional ItemsCross Functional Items

Assign an owner to coordinateAssign an owner to coordinate Identify Cross Functional TasksIdentify Cross Functional Tasks

Welcome WeekWelcome Week Parent AccessParent Access Course CancellationCourse Cancellation Auxiliary Services: ID Cards, Housing, Auxiliary Services: ID Cards, Housing,

Parking, HCM, Financials, etc.Parking, HCM, Financials, etc.

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Avoid Campus Solutions Avoid Campus Solutions BottlenecksBottlenecks

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Strategy: Evaluate Campus CommunityStrategy: Evaluate Campus Community

Audit Shared Tables for Standards:Audit Shared Tables for Standards: 3C’s3C’s Service IndicatorsService Indicators

Monitor for Missing Addresses, Emails, etc.Monitor for Missing Addresses, Emails, etc. EthnicityEthnicity CitizenshipCitizenship Self-Service IssuesSelf-Service Issues

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Strategy: Evaluate Campus CommunityStrategy: Evaluate Campus Community

Auxiliary ServicesAuxiliary Services Identify Additional Potential End-UsersIdentify Additional Potential End-Users

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Strategy: Evaluate AdmissionsStrategy: Evaluate Admissions

Queries/SQRs:Queries/SQRs: ApplicantsApplicants Admission DecisionsAdmission Decisions MatriculatesMatriculates Letters sentLetters sent Test Scores Loaded Test Scores Loaded

Setup to Monitor Enrollment TargetsSetup to Monitor Enrollment Targets AD Funnel ReportAD Funnel Report

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Strategy: AD FunnelStrategy: AD FunnelStudent Admissions > Reports > Admissions Ad FunnelStudent Admissions > Reports > Admissions Ad Funnel

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Strategy: AD Funnel OutputStrategy: AD Funnel Output

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Strategy: Student RecordsStrategy: Student Records

Analyze errors generated by students Analyze errors generated by students trying to register for coursestrying to register for courses

Successful Enrollment CountsSuccessful Enrollment Counts Evaluate Enrollment OverridesEvaluate Enrollment Overrides Degree Checkout ProgressDegree Checkout Progress Grade Roster ProgressGrade Roster Progress

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Strategy: Enrollment ErrorsStrategy: Enrollment Errors

Query: Query: ENRL_REQ_DETAILENRL_REQ_DETAIL ENRL_REQ_HEADERENRL_REQ_HEADER ENRL_MSG_LOGENRL_MSG_LOG

Field: ENRL_REQ_DETL_STAT = EField: ENRL_REQ_DETL_STAT = E

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Strategy: Evaluate RecordsStrategy: Evaluate Records

Enrollment Error Sample

Message Catalog: Enrl Engine

Message Catalog: Enrl Engine SS

Message Catalog: Enrl Engine SS

Strategy: Successful Enrollment

Query: Total of All Classes with Query: Total of All Classes with Successful EnrlSuccessful Enrl

ENRL_REQ_DETAILENRL_REQ_DETAILo STRMSTRMo ENRL_REQ_DETL_STAT = SENRL_REQ_DETL_STAT = S

ENRL_REQ_HEADERENRL_REQ_HEADERoENRL_REQ_SOURCE = ME, QE, SE, ENRL_REQ_SOURCE = ME, QE, SE, etc.etc.

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Strategy: Enrollment OverridesStrategy: Enrollment Overrides

Sort by Class ID/Course IDSort by Class ID/Course ID Track back if Prereqs are being overridden Track back if Prereqs are being overridden

a lota lot Track if Permissions are being overridden Track if Permissions are being overridden

a lota lot Stay in touch with Academic Departments Stay in touch with Academic Departments

to determine if prereqs/permissions are to determine if prereqs/permissions are correctcorrect

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Strategy: OverridesStrategy: Overrides

Query the number of overrides on Query the number of overrides on enrollment request details for a termenrollment request details for a term

PS_ENRL_REQ_DETAIL recordPS_ENRL_REQ_DETAIL record

Overrides To Query

OVRD_CLASS_LIMIT - Closed Class

OVRD_GRADING_BASIS - Override Grading Basis

OVRD_CLASS_UNITS - Override Class Units

OVRD_UNIT_LOAD - Override Unit Load

OVRD_CLASS_LINKS - Override Class Links

OVRD_CLASS_PRMSN - Override Class Permission

OVRD_REQUISITES - Override Requisites

OVRD_TIME_CNFLCT - Override Time Conflict

OVRD_CAREER - Override Career

WAIT_LIST_OKAY - Wait List Okay

OVRD_ENRL_ACTN_DT - Override Action Date

OVRD_RQMNT_DESIG - Ovrd Requirement Designation

OVRD_SRVC_INDIC - Override Service Indicator

OVRD_APPT - Override Appointment

Sample Overrides Query

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Strategy: Graduation ClearanceStrategy: Graduation Clearance

Query PS_ACAD_PROG recordQuery PS_ACAD_PROG record

PROG_ACTION = DATA PROG_ACTION = DATA ACTION_REASON= GRAD ACTION_REASON= GRAD DEGR_CHECKOUT_STATUSDEGR_CHECKOUT_STATUS ACTION_DT or EFFDTACTION_DT or EFFDT

Idea: Idea: Use ‘Between’ feature in Query to Use ‘Between’ feature in Query to select a date range – for instance select a date range – for instance determine when graduation applications determine when graduation applications are first accepted and end date.are first accepted and end date.

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Strategy: Degree CheckoutStrategy: Degree Checkout

Field Value Translate Long Name Translate Short Name

AG Applied for Graduation Applied

AW Degree Awarded Awarded

CL Clear Clear

HD Hold Hold

PB Problem Problem

VE Verify Verify

PS_ACAD_PROG. DEGR_CHECKOUT_STATUS values:DEGR_CHECKOUT_STATUS values:

Sample Degree Checkout Query

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Strategy: Grade RostersStrategy: Grade Rosters

Query: GRADE_RSTR_TYPEQuery: GRADE_RSTR_TYPE GRADING_STATUS = POSTGRADING_STATUS = POST GR_APPROVAL_STATUS = GR_APPROVAL_STATUS =

o APPR (Approved)APPR (Approved)o NRVW (Not Reviewed)NRVW (Not Reviewed)o RDY (Ready)RDY (Ready)

Sample Grade Roster

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Strategy: Evaluate AdvisingStrategy: Evaluate Advising

SAA_ADB% can be queried to calculate SAA_ADB% can be queried to calculate the number of AA Reports processedthe number of AA Reports processed

New Plans added but advising rules not New Plans added but advising rules not written: check new majors, minors, etc.written: check new majors, minors, etc.

Students in Self-Service are unable to see Students in Self-Service are unable to see AA Report because not initially runAA Report because not initially run

Transfer Credit – number of days from the Transfer Credit – number of days from the time transcript received to articulate time transcript received to articulate courseworkcoursework

Analysis Database Records

SAA_ADB_REPORT

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Strategy: Evaluate Financial AidStrategy: Evaluate Financial Aid

ISIR LoadsISIR Loads Verification/CorrectionsVerification/Corrections AwardingAwarding Pell ReconciliationPell Reconciliation DL ReconciliationDL Reconciliation

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Strategy: Evaluate Financial AidStrategy: Evaluate Financial AidISIR Load: Financial Aid ISIR Load: Financial Aid File Management File Management Review CPS/NSLDS Review CPS/NSLDS

TransactionsTransactions

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Strategy: Evaluate Financial AidStrategy: Evaluate Financial AidVerification:Verification:Financial Aid Financial Aid File Management File Management ISIR Corrections ISIR Corrections View 2009- View 2009-

2010 Outbound Files2010 Outbound Files

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Strategy: Evaluate Financial AidStrategy: Evaluate Financial AidAwards: Financial Aid Awards: Financial Aid Awards Awards Mass Packaging Mass Packaging View Mass View Mass

Packaging SummaryPackaging Summary

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Strategy: FA ReconciliationStrategy: FA Reconciliation

Direct Loan Reconciliation (many)Direct Loan Reconciliation (many) FA FA Loans Loans DL Reconciliation DL Reconciliation Disbursement Status Report (big) Disbursement Status Report (big) FA FA Loans Loans DL School Account Summary DL School Account Summary Reconciliation Report Reconciliation Report

FFELP (many)FFELP (many) FA FA Loans Loans CommonLine Reconciliation CommonLine Reconciliation CL4 EFT CL4 EFT FA FA Loans Loans CommonLine Reconciliation CommonLine Reconciliation Loans on Hold ReportLoans on Hold Report

Pell Reconciliation (many)Pell Reconciliation (many) FA FA Pell Payment Pell Payment Origination Reports Origination Reports Origination Status Origination Status FA FA Pell Payment Pell Payment Origination Reports Origination Reports Records with No Records with No

Origination (look for non-cancelled awards)Origination (look for non-cancelled awards) FA FA Pell Payment Pell Payment Disbursement Reports Disbursement Reports Disbursement by Disbursement by

StatusStatus

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Strategy: Student FinancialsStrategy: Student Financials

How many invoices/bills were generatedHow many invoices/bills were generated How many refundsHow many refunds How many students were tuition calculatedHow many students were tuition calculated

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Strategy: Student FinancialsStrategy: Student Financials

Student Financials Student Financials Tuition and FeesTuition and FeesTuition CalculationTuition CalculationReview Fees After CalculationReview Fees After CalculationReview Calculation MessagesReview Calculation MessagesReview Fees Prior to PostingReview Fees Prior to PostingCalculate Batch TuitionCalculate Batch Tuition

Fees After Fees After Calculation ReportCalculation Report

Fees Prior to Fees Prior to Posting ReportPosting Report

Tuition Calc Tuition Calc Error ReportError Report

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Strategy: Student FinancialsStrategy: Student Financials

Student Financials Student Financials Charges and Payments Charges and Payments

Group ProcessingGroup Processing

Create Group Data EntriesCreate Group Data Entries

Review TransactionsReview Transactions

Review Suspended TransactionsReview Suspended Transactions

Review Posting InfoReview Posting Info

Posting ReportsPosting Reports

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Strategy: Student FinancialsStrategy: Student Financials

Student Financials Student Financials Bill Customers Bill Customers Review Printed InvoiceReview Printed Invoice Student BillsStudent Bills

Pending To Pending To Bill ItemsBill Items

Review Review InvoiceInvoice

Student Student Invoice SummaryInvoice Summary

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Strategy: Student FinancialsStrategy: Student FinancialsStudent Financials Student Financials Refunds Refunds

Review Student by IDReview Student by ID Review Student by DateReview Student by Date

ReportsReports Refunds by Refunds by

DateDate Completed Completed

Refunds by DateRefunds by Date Open Open

RefundsRefunds Individual Individual

RefundsRefunds Process Batch RefundsProcess Batch Refunds

Review Batch Review Batch RefundsRefunds

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Strategies: Evaluate QueriesStrategies: Evaluate Queries

Who is writing queriesWho is writing queries Who is running queriesWho is running queries Who needs help with queriesWho needs help with queries

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Strategies: Process MonitorStrategies: Process Monitor

Identify list of key jobs and find out what Identify list of key jobs and find out what jobs are being run and how oftenjobs are being run and how often

Understand how jobs are used on your Understand how jobs are used on your campus – not used the same everywherecampus – not used the same everywhere

Adm Application, Test Scores, ISIR Loads, Adm Application, Test Scores, ISIR Loads, Billing, Collections, Transcripts, etc.Billing, Collections, Transcripts, etc.

Sample Process Monitor

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TestingTesting

Request SignoffRequest Signoff Who has problems after patches and fixesWho has problems after patches and fixes Know who isn’t testing and who gets luckyKnow who isn’t testing and who gets lucky

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Questions & ContactsQuestions & Contacts

Nicole ParkmanNicole ParkmanProject ManagerProject ManagerThe College of New JerseyThe College of New JerseyE-mail: E-mail: parkman@tcnj.eduparkman@tcnj.edu

Jill PallaJill PallaAccount ManagerAccount ManagerCedarCrestone, Inc.CedarCrestone, Inc.E-mail: E-mail: jill.palla@cedarcrestone.edu

This presentation and all Alliance 2010 presentations are available for download from the Conference Site

Presentations from previous meetings are also availablePresentations from previous meetings are also available