student services information technology overview
Post on 18-Dec-2015
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Student Services Information
Technology Overview
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SponsorSponsor Major SystemsMajor Systems UsersUsers
Admissions Undergraduate Recruitment
Graduate Admissions
MIT Applicants, Admissions, Educational Counselors, Academic Departments
Registrar; Academic Services Student Record, Registration, Degree Audit, Catalog, Scheduling (students, classrooms, exams), Advising, Commencement, Tuition Assessment, Communications Req.
Students, Faculty, Academic Departments, Advisors, Housemasters, Registrar’s Office, Academic Services, Alumni, World
Student Life Housing, Dining, Medical, Athletics, Student Activities
Students, Housing, Dining, Medical, Athletics
Financial Services Student Accounts, Federal Work Study, Financial Aid
Students, Student Financial Services
Provost Graduate Aid Provost’s Office, Academic Departments
SSIT FTE 25 Systems: MITSIS, WebSIS, Other include ~ 60+ applications
Technologies: UNIX, VAX/VMS, C, Cobol, Java, Perl, SQR, Oracle databases (7.3 and 9), Oracle Forms, PowerBuilder, Web, J2EE
Users: ~15,000 faculty, students, staff; ~30,000 potential applicants
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Student Information System
Faces of the SIS MITSIS – Oracle Forms WebSIS – web forms
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Typical MITSIS Screen
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Typical WebSIS Screen
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SIS Business Processes
The SIS supports the MIT culture and faculty policies
Exceptions Decentralization Uniqueness
Student Services Information Technology
Overview
Undergraduate Admissions
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Undergraduate Admissions Home
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Undergraduate Admissions – MyMIT
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Undergraduate Admissions – MyMIT Blogs
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Undergraduate Admissions – Online Application
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Undergraduate Admissions – Overnight Visit
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Stargate Internal Application – Basic Search
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Stargate Internal Application – Advanced Search
Student Services Information Technology
OverviewGraduate Admissions
and
International Students Office
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Graduate Admissions
15 000 applicants for graduate admission Graduate administrators in 33 academic departments Admitting into 45 programs
Also processing admissions for
Special students Exchange students Visiting students
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Graduate Admissions
Contacts Applications
Biographic info, educational history, recommendations , GRE and TOEFL scores
MIT ID assignment Admission decisions, applicant replies Data downloads to local systems (FM Pro) Initial financial aid and registration records Survey, reports
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Graduate Admissions
People contacting MIT for graduate admissions:
25 000 people sending their GRE, TOEFL test scores 13 000 people downloading grad application form from
website 4 000 people requesting applications via walk-in, phone
calls, e-mail
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Graduate Admissions
Graduate Admissions Applications
15 000 per year
20% received on paper 80% received from 3 different online applications 7500 applications received from CollegeNet Received as PDF and as text
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Graduate Admissions
Graduate Admissions Applications - continued
Sloan: 2 600 applications We receive and process a direct data feed from their
vendor
Course VI: 2 400 applications Course VI has written their own online application. We
receive and process their applicant data feed into MITSIS
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Graduate Admissions
MIT ID Assignment
Data download to local systems
Admission decisions by departments 2 800 admitted
Decision letters to applicants 1 600 accepting MIT’ s admission offer and enrolling
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Graduate Admissions
Financial aid and registration base record in MITSIS for admitted applicants
Surveys mailed to all admitted applicants
Reports: Mailing, application, yield statistics
Data Warehouse
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ISO - International Students Processing
International Students
36 % of graduate students 8 % of undergraduate students
In-house developed J2EE Swing application
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ISO - International Students Processing
Checking admissions, registration, financial aid and budget data from multiple SIS business domains
Entering funding information for applicants
Providing new students data to Homeland Security
Reporting changes in status (biographical, registration, funding, program, level, etc.) to Homeland Security
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ISO - International Students Processing
Receive the Certificate of Eligibility forms (I-20 and DS-2019) which allow the student to apply for the F1 and J1 visa
Keep electronic notes of advising appointments and any other changes to a student’s immigration record
Processing requests and granting work authorization
Processing travel letters, SSN letters, certificate of study letters
Reports and statistics
Student Services Information Technology
Overview
Student Financial Services
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Student Financial Services Applications Team
Our team supports Student Financial Services (SFS), which is comprised of Financial Aid, Student Accounts, Loan Services, Student Employment and the Student Services Center.
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Student Financial Services Applications Team
Students interact with SFS when they: Incur charges, including tuition, medical
insurance, housing and dining, library fines Receive financial aid, including grants,
scholarships and loans Make payments on their student account
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Student Financial Services Applications Team
Our team provides ongoing system support for these and other services, beginning with the students’ initial applications and continuing until after graduation.
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Student Financial Services Applications Team
Student data enters MITSIS from the Admissions system via an automated download.
As the students statuses change from ‘applicant’ to ‘admitted’ to ‘admitted and coming’, the information is updated in MITSIS.
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Student Financial Services Applications Team
MITSIS feeds data into PowerFAIDS, a stand-alone Financial Aid application.
If a student applies for financial aid, as approximately 60% of undergraduate students do, a financial aid package is generated using this application.
When the financial aid is awarded, the information is fed back into MITSIS, where student award, account and billing data is updated.
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Student Financial Services Applications Team
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Student Financial Services Applications Team
Other Financial Aid awards enter the MITSIS system via Web Grad Aid, a J2EE-based data entry tool used by departmental graduate administrators.
Approximately 12,000 graduate awards are entered each year.
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Student Financial Services Applications Team
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Student Financial Services Applications Team
SFS uses SISTIM, another J2EE-based application, for several tasks, including the maintenance of student account information, processing outside scholarships and the processing of refunds to students.
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Student Financial Services Applications Team
The Housing Office also uses SISTIM, in conjunction with MITSIS, to support the following:• Building and room definitions• Room cost rates, taxes, fees, refunds• Room assignments • Financial transactions for undergraduate and graduate
students• Reports to internal and external groups (Census extract
etc.)
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Student Financial Services Applications Team
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Student Financial Services Applications Team
Additional charges are posted to the students’ accounts via electronic data feeds, which are received from various departments, including Housing, Dining, Medical, and the MIT Library.
Outgoing data feeds of SFS data are sent internally to the Data Warehouse and Medical, and externally to vendors who supply loan and billing services
The student account transactions eventually are posted to SAP via the MITSIS General Ledger Pass.
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Student Financial Services Applications Team
For aid year 2005, nearly 11,000 students received some type of financial aid, including 52,000 distinct awards totaling almost $400 million.
In addition, over 400,000 student account transactions were processed during that time period.
Student Services Information Technology
Overview
Student Academic Cycle
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Student Academic Cycle Freshman Advising Folder – provides a consolidated view of
tests taken prior to a students admission to MIT and during their first term as a Freshman.
Displays pending credit awarded for student test scores View credit generated based on test scores View transfer credit from other schools
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Student Academic Cycle Pre-Registration – All continuing students have the ability to Pre-Register
for Classes on line. Subject Listings and Schedule
Displays approved subject descriptions, reviews curricula Schedules classes, rooms, subjects, students and exams.
Pre-Requisite Checks Checks for subjects dependencies
Registration Hold Financial, Medical, Immigration, Housing
Pre-Registration Class Lists Displays Student lists with names and accompanying photos
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Student Academic Cycle Registration/Reg. Day – process of finalizing the term subject selection.
Registration Form is printed based on Pre-Registration and a student meets with his advisor to determine his schedule
Student submits their completed and signed registration form to the Registrar’s Office, who then in turn processes that form.
Adding/dropping of a subject within the term needs to be done within 4 weeks of the term start.
Registered Class Lists – are available to faculty and instructors
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Student Academic Cycle Tuition Assessment
Estimated Assessment processing is performed prior to Registration Day and during the first 3 to 4 weeks of regular terms. Students who are eligible to register who have not had an approved light load will be assessed the full tuition associated with their Basis Code for that term.
Actual Assessment processing for regular terms occurs beginning at some point between the 3rd and 5th week or if a student withdraws from MIT prior to that time.
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Student Academic Cycle Academic and Biographic Record - once a student is registered, their
academic and biographic information is tracked. Status of Registration
Displays current term registration and degree audit information. Grade Report
Internal record of grades received for prior terms, displays term cumulative GPA and units earned.
Degree Audit “shapes and shares degree lists” – audits GIR’s and ensures
integrity to each MIT degree Address Maintenance (Term, Billing, Home, International, Mailing)
Students can view and maintain their addresses on line.
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Student Academic Cycle UROP – Undergraduate Research Opportunities Program -
New application in development Cultivates and supports research partnerships between
undergraduates and MIT faculty Students apply on line Provides centralized maintenance of UROP application
process Registrars Office can track students UROP academic
credit
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Student Academic Cycle Degree Tracking – New Application in Phase II
On Line application form for degree candidates Tracking and approving students’ candidacy. Finalizes and formats student degree information for the
Commencement Book Publication of Commencement Book Marching order on commencement day
Student Services Information Technology
Overview
Infrastructure Team
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Infrastructure Team Two primary areas of responsibility
Database Administration
System Administration
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Infrastructure Team
Database Administration
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Infrastructure Team
Administration of 14 Databases Oracle
7.3.4 Legacy MITSIS Database 9i Undergraduate Admissions Database 10g Migration of Legacy system & UA
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Infrastructure Team Database design and support
Keep patch levels current
Capacity monitoring and planning
Performance monitoring and tuning
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Infrastructure Team
System Administration
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Infrastructure Team 46 Servers
with 25 FTE’s that is 1.84 Servers per FTE We will be reducing this number as we migrate the legacy applications
to new technology
Operating System Support to SSIT for 5 Operating systems OpenVMS Tru64 Windows NT Solaris Linux
* OS level Support is provided by Server Operations
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Infrastructure Team Provide Support for Middle tier Software
Weblogic (versions 6, 7 & 8) Netscape Apache Oracle Application Server
Encrypted Printer Support to SSIT Clients
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Infrastructure Team Provide Production Support including:
Designing, configuring, testing and monitoring datafeeds Maintaining the crontab files per developer specifications Perform VMS queue management
Batch and Print
Production moves Legacy system production moves Websis production moves J2EE deployments
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Infrastructure Team General support surrounding operating system tasks including:
Monitoring backups Maintaining SSL certificates Monitor disk space
Capacity planning Monitoring performance
CPU utilization Memory utilization
Support Mitsis Migration
Student Services Information Technology
Overview
Mitsis Migration
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MITSIS Migration - Goal
Migrate the Student Information System onto a supportable and stable platform to allow MIT to evaluate the Student Information System and strategically determine the long term direction.
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MITSIS Migration Current State
LegacySystems
MITSIS Form & Batch Processes
VMS OS
Forms3.0SQR4.3Pro*c
Pro*CobolGASP
True 64 OS
Websis
SQR4.3
Desktop
PowerbuilderApps
Solaris
J2EEWeblogic
Oracle 7.3.4MITSIS DB
Power UserTools
File FeedsHASS
TestscoresPayroll etc.
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MITSIS Migration Changes to Current State
Web BasedMITSIS Forms &Batch Processes
LinuxOracle 10gAS
Forms10gSQR8(Hyperion)
Pro*cPro*Cobol
GASP
LinuxOracle HTTP
Websis
SQR8(Hyperion)
Desktop
PowebuilderApps
Linux
J2EEOracle AS
Oracle 10gSun Solaris
Power UserTools
File FeedsTestScores,HASS,
Medical…50 Known Feeds
•Elements in black represent changes to current state
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MITSIS Migration Project ComponentsVMS/Oracle
Migration
FormsMigration
COM/DCLPro*c Etc.
Websis PowerbuilderMiscellaneousUser Access
Infrastructure Misc Dev.Current J2EE
AppsData Feeds
Support &Training
Database GASP
•Components need major coordination and cooperation
•SSIT Staff will lead each component
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MITSIS Migration - Other Goals Establish processes
PMM SDLC Support Processes
Collaboration with other teams QA Documentation Training PMM Coaching
Trained staff
Student Services Information Technology
Overview
Organizational Structure
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JoAnne Stevenson Interim Director
SSIT
Undergraduate Admission Team
(TBA)
Graduate Admissions/DSL
Team(Ayca Darcan)
Academic Services: Support
Team(Andrea Collins)
Academic Services: Development
Team(JoAnne Stevenson)
Student Financial Services Applications
Team(Interim–Shawn Dunn)
Mark BreibartRoberta CrumrineMonica Menlibai
Shawn DunnJoe GreeneTom Wanderer
Eamon KearnsRyan Jones
InformationServices &Technology Student Services Information Technology:
Business Application Teams
Deepali SinhaStan Zemon
Leonard Lu
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JoAnne StevensonInterim Director
SSIT
Infrastructure Team
(Dan Hart)
MITSIS Migration Team(Leo Larson)
Mike BroderickRaisa BudmanSemyon EskinSteve FranksMarina HauptmanPhoebe Minias
Olu Brown
InformationServices &Technology
Student Services Information Technology: Common Services Teams
Student Services Information Technology
Overview
Thank You