System Administration

SUNY Data System Redesign

New System Overview

Five data modules/submissions Course Term/Section Student Course Completion Degree

5 Year Process

Design Phase (BIRDS) Campus Review/Comment Design Revision Approval by SUNY’s Administration Development Phase Pilot Phase Full Implementation

Major Changes/Features

SUNY ID Census date associated with section Course completion information Transfer & graduate student characteristics Instructor information integrated Campus-based editing More flexible formats (XML) Easier to edit and correct data

Data Transfer System

Requirements document complete Functional specifications in progress Course data elements complete Section data elements complete Student data elements in progress

Pilot Campuses Selected

Albany Maritime

Buffalo Morrisville

Stony Brook Utica/Rome

Brockport Erie

Oneonta Hudson Valley

Oswego Jamestown

Plattsburgh Nassau

Potsdam Onondaga

Delhi Tompkins/Cortland

Data Transfer Rollout Schedule

Fall 2006 Spring 2007 Fall 2007 Spring 2008

Course/section Pilot Pilot Full deployment

Student Pilot Full deployment

Degrees Pilot Full deployment

Data Transfer System

New system will allow data to be sent as a flat file, Excel Spreadsheet or in an XML layout

Allow campus to track status of submissions Allow corrections on-line via a web

application Allow campus to download all support tables

used for validation.

Data Transfer System

Allow campus to review standard reports based on submitted data

Require campus to correct and lock data

Require campus to explain when business rule thresholds are exceeded

Data Transfer System

New system will allow us to close out batches by section

Allow campus to download completed batches including SUNY IDs

Create web services to allow campus computer centers to upload/download batch data

Data Transfer Search screen

Data Transfer Status Screen

Upload screen

Batch Summary Screen

Data Transfer Report Screen

System Admin Status Screen

Course Submission

This is a new submission and will be used to validate your term/section submission

You will submit an initial load of all courses offered at your campus

After initial load you may: Add courses as they are approved at your

campus Submit your entire course catalog prior to each

section submission

Course Submission

All 64 campuses will send in course data

Every course will be assigned a SUNY Course ID

The course database will link to the Gen Ed information stored at system administration

Term/Section Submission

Term/Section data will be requested based on the census date

This will replace the CASA submission All 64 campuses will submit this data Every section will be assigned a SUNY

Section ID

Term/Section Submission

Faculty information will be submitted in the term/section submission

Community Colleges will enter basic faculty information

State operated campuses will supply identifying faculty information to allow us to look up faculty in the HR system

All teaching faculty will be stored in the new HR system

Term/Section Submission

Student enrolled in a course will be submitted as part of the term/section submission.

This submission will be checked against the student submission for valid students

System Administration Data Warehouse

IR SMRT reporting - phase 1 Discoverer Viewer Degrees Granted

Enrollment Star

Time Period

YearMonthSemester TypeAcademic YearTerm Description

Student

Student KeyLast NameNative ID

Former Institution

FICE CodeCampus Name (medium)Campus Name (short)Sub-Campus Name (medium)Two or Four Year CampusState or Community CollegeOIR Campus CodeOIR Sub-CAmpus CodeNon-NYSPrivate or PublicForeign or DomesticSUNY, CUNY, Other

Student Enrollment Facts

Student Enrollment CountOther Students Served CountFull Time EquivalenceStudent Credit Hours TotalStudent Credit Hours Waived TuitionStudent Credit Hours DegreeStudent Credit Hours IFRStudent Credit Hours Cross RegisteredStudent Credit Hours Accessory Instruction (External)Student Credit Hours OverseasStudent Credit Hours RemedialStudent Credit Hours Non CreditStudent Credit Hours DevelopmentalStudent Credit Hours Distance Learning (External)Student Credit Hours Other, Self Supporting

Student Demographics

GenderRace/EthnicityAge GroupVeteran Benefit StatusDisability StatusNon-English Native LanguageVisa Type

Campus

Campus Name (medium)Campus Name (short)Campus TypeSub-Campus Name (medium)Two or Four Year CampusState or Community College

Academic History

Highest Degree EarnedAA or AS DegreeAAS or AOS DegreeAssociate Degree EarnedBacholors Degree EarnedMasters Degree EarnedGraduate Certificate EarnedDoctoral Degree EarnedFirst Professional Degree EarnedOther Degree EarnedNo Degree EarnedCampus Matriculatino DateProgram Matriculation DateLevel First Enrolled DateLate Clearance Date

Permanent Residence

New York/Non-New York ResidencyCountry Name (Short)Country Name (Long)From NYS Region of CampusFrom NYS Location/Sponsorship CountyFrom NYS Location/Sponsorship/Contiguous CountyNew York State County Name (short)New York State County Name (Long)U.S. State NameU.S. Territory Name

Academic Programs

Academic Program NameAward LevelAwardCIP Area DescriptionCIP Subject DescriptionCIP 2 DescriptionCIP 2 Description and CodeCIP 4 DescriptionCIP 4 Description and CodeCIP 6 DescriptionCIP 6 Description and CodeHEGIS DescriptionHEGIS Discipline DescriptionTaxon DescriptionBusiness/Technical Indicator

Legislative District

US House District Code and DescriptionTitle of US House RepName of US House REpState Senate District Code and DescriptionTitle of State SenatorName of State SenatorState Assembly District Code and DescriptionTitle of State AssemblypersonName of State Assemblyperson

Student Test Scores

ACT Composite Score RangeHigher ACT or SAT Score RangeHighest Reported Score RangeSAT Combined Score RangeSAT Math Score RangeSAT Verbal Score RangeSelectivity Index Group

Student High School

High School Average RangeHigh School Class Rank RangeHigh School Status Range

Degrees Granted Star

Time Period

YearMonthSemester TypeAcademic YearTerm Description

Student

Student KeyLast NameNative ID

Former Institution

FICE CodeCampus Name (medium)Campus Name (short)Sub-Campus Name (medium)Two or Four Year CampusState or Community CollegeOIR Campus CodeOIR Sub-CAmpus CodeNon-NYSPrivate or PublicForeign or DomesticSUNY, CUNY, Other

Degrees Granted Facts

Degrees Granted CountQuality Point AverageInstitutional Credit HoursTotal Credit HoursNumber of Semesters Enrolled

Student Demographics

GenderRace/EthnicityAge GroupVeteran Benefit StatusDisability StatusNon-English Native LanguageVisa Type

Campus

Campus Name (medium)Campus Name (short)Campus TypeSub-Campus Name (medium)Two or Four Year CampusState or Community College

Academic History

Highest Degree EarnedAA or AS DegreeAAS or AOS DegreeAssociate Degree EarnedBacholors Degree EarnedMasters Degree EarnedGraduate Certificate EarnedDoctoral Degree EarnedFirst Professional Degree EarnedOther Degree EarnedNo Degree EarnedCampus Matriculatino DateProgram Matriculation DateLevel First Enrolled DateLate Clearance Date

Permanent Residence

New York/Non-New York ResidencyCountry Name (Short)Country Name (Long)From NYS Region of CampusFrom NYS Location/Sponsorship CountyFrom NYS Location/Sponsorship/Contiguous CountyNew York State County Name (short)New York State County Name (Long)U.S. State NameU.S. Territory Name

Academic Programs

Academic Program NameAward LevelAwardCIP Area DescriptionCIP Subject DescriptionCIP 2 DescriptionCIP 2 Description and CodeCIP 4 DescriptionCIP 4 Description and CodeCIP 6 DescriptionCIP 6 Description and CodeHEGIS DescriptionHEGIS Discipline DescriptionTaxon DescriptionBusiness/Technical Indicator