Campus Mgmt Overview1

SAP Campus ManagementMichael Fan

SAP AG 2001, SAP Learning Solution, Will Chatham *SAP AG 2004 *

Campus Management as an Integrated Part of ERPCRMHumanResourcesFinancialAccountingFacilitiesManagementRealEstateSales andDistributionTrainingAnd EventManagementCampusManagement


Campus Management and the Student Life-Cycle


SAP Enterprise PortalDelivered with the softwareIntegrated out-of-the-box with SAP applicationsOpen for integration with other applications and portalsAllows students, parents, and faculty to access self-service functions


Seemingly irrelevant pop quizWhat do these items have in common?

DeloreanSteam locomotive Phone booth


Academic StructureDefines the Cs and Ds of your institutionCollegesDepartmentsCampusesDegree ProgramsDegreesDegree RequirementsCoursesCalendarsAllows for different business rules and business processes in a single institution (with Trickle Down)Date Effective structure allows you to plan for the future and preserve change history


Academic Structure (example)


Academic CalendarDefines key dates and date rangesStart and end of classesClass registration windows and prioritiesAdd/drop periodsPayment due date schedulesDifferent calendars can be assigned to different elements of the academic structure




RecruitmentRecruitment can be handled internally or externallyMultiple status settings available to track the progress of a recruitActive recruitment campaigns can be managed in mySAP CRMmySAP CRM includes Territory Management capabilities for recruitersRecruitment data can also be transferred from a separate system


AdmissionsApplicants can submit applications to one or more programsApplicants can prioritize their applicationsAdmission fees can be automatically generated and trackedWeb-based applications are supported, with automated workflow


The Student FileContains all important data on students and their university careersAddress/Contact DataDemographic DataExternal Educational History (Transcripts, Test Scores, etc.)Student Accounting DataAdmission ApplicationsProgram Registration InformationAcademic and Financial HoldsAcademic PerformanceCourse Registration HistoryCorrespondence HistoryMajors/minors/concentrationsFinancial Aid dataSEVIS dataNCAA data




Equivalency DeterminationIncorporates external transcripts and test scoresExternal credit/grades are transferred to internal credit/gradesDefine transfer agreements with specific external institutionsCourse correlation can beOne-to-oneOne-to-manyMany-to-oneMany-to-manyCredits and grades can be transferred using various conversionsCredits can be transferred without gradesCan issue general purpose credit (i.e. no specific course)


Curriculum ManagementDefines the course catalog offered by the university, along with relationships to degree programsDefines attributes of each course offeredCourse DescriptionCapacitySubject (e.g. CIP code)Academic LevelOffering Pattern (e.g. every Fall, every 2nd Spring)CreditsGrading ScaleCross-listing with other coursesPre-requisites / Co-requisites (unlimited number)Special FeesRepeatability


Course SchedulingDefines the components of a courseLecturesRecitationsLabsEtc.Defines the course sectionsClass times and durations (Do not have to be regular)Special sections (e.g. Graduate students only, Honors students)Section CapacitiesHandles resource allocationInstructorsRoomsSpecial Equipment Class schedules can be rolled forward to future sessionsAdvanced scheduling can be done via third-party applications

Enrollment Management Through SchedulingChallenging Higher Educations Non-Conception of Scheduling as a Mission-Critical Operation


Defining QuestionsAre you out of space?How do you know?Is space shortage caused by external factors?Could Admissions drive Enrollment Growth if your Space could Accommodate it?How do you Measure Student Demand for Courses?


Baby Boom Echo They are coming more than 40 million of them!Peak in 2009 largest graduating class ever (3.2 million students)Continue through 2018

Academic Space inventory has actually Declined

Crippling decline in fundingCrisis in Higher Education


Impact of Scheduling Function

Chart3

20

25

35

50

75

115

160

250

400

Institutional Impact

Sheet1

Scheduling ExerciseInstitutional Impact

20

Room Scheduling25

35

50

Bottleneck Management75

115

160

Roll-Forward Re-Allignment250

400

650

Sheet1

Institutional Impact

Sheet2

Sheet3


Capacity ManagementThe Bottleneck ConceptWhich Campus Can Grow?


What is Demand Analysis?Detailed information about each active student (Student Specific)Aggregation of the Demand Analysis for each of these students (Comprehensive)


Demand AnalysisHistorical Analysis and Trends in Enrollments (best approach for starting students and elective courses)Program Analysis (references program progress, from degree audit, by student to project what students need)Student Survey (on-line survey of student needs, wants and availability)


Historical Demand Analysis


Program Analysis FreshmanSophomoreJuniorSenior


Student Survey

Your Availability:42Total Hours (40 Hours Minimum)31Hours Preferred



Paying Faculty 100%(Expenses > Revenue)

Paying 100% for space that is 50% full

Paying 100% for HVAC

How many sections of this class are being offered?Does this class conflict with other classes that I need?Is there a smaller classroom available?Is there another building that is already in use?

Paying 100% subsidy on student tuitions


Tom Shaver

[email protected]

888-343-1092Questions?




RegistrationStudents register for specific courses and/or course sectionsRegistration priority windows can be established ContiguousWith gapsOverlappingCourse registration incorporates business rulesFinancial and Academic holds are checkedTime-conflicts are checkedCapacity rules are checkedOther rules can be attached to specific courses or sectionsConditional registration is supportedPre-requisite not yet complete, but in progressFinancial or academic hold to be releasedWeb-based course shopping/registration is supported


GradingDefine different grading scales (e.g. A-F, P/F, 1-5)Define grading scale conversions (e.g. A = 4.0)Multiple Performance Indices can be definedOverall GPAIn-Major GPASessional/Term GPAMultiple grading templates can be defined with exam grades, mid-term grades, participation grades, etc.Grades can be manually over-ridden in the Student File (by authorized users only)


Degree AuditDegree Audit functionality is fully integrated; not a bolt-onRequirement Catalogs define what is required to fulfill each degree programEach year and/or academic session may have a new catalogQuantitative (e.g. total CRH) and qualitative requirements (e.g. writing test passed) are supportedStudents and faculty can perform audits via the WebDegree Audit process will automatically suggest courses to fill as-yet-unmet requirementsAudit requirements can be over-ridden by authorized usersStage-based Audit is also supported


ProgressionDetermine academic progress (Freshman, Sophomore, etc.)Determine Academic Standing (Good Standing, Probation, etc.)Determine Financial Aid Standing (Eligible, Non-eligible, etc.)Determine Academic Honors (e.g. Deans List)Results are term-relevant and stored in the Student File




Student Fee CalculationDetermines the charges that are posted to a students accountFlexible pricing procedures and rules allow forFlat fee per sessionFee per credit/classFee per credit/class up to maximumPer credit/class surcharge after a threshold is reachedCustom pricing routinesDiscounts/surcharges supportedMiscellaneous fees (e.g. parking, meal plan) supported


Student Billing and ReceivablesCharges can be split across multiple due dates, based upon the fee category (e.g. Tuition vs. Housing)Based on percentagesBased on fixed amountsEach due date can be further split into installment plans for specific studentsBased on percentagesBased on fixed amountsFull dunning procedures supportedInterest calculationsService feesSetting holds on accountsCash Desk functionality included for payment by CC, check, cashIntegrated with SAPs web-based Biller Direct application


Financial AidSupports internal and external aid managementInternal aid used mostly for third-party billingPosts credits to student accountPosts debits to sponsor accountEvaluates pre-requisites (e.g. minimum credits, minimum GPA)External aid management provides standard interfaces for third-party Financial Aid software packages (e.g. SIGMA)Real-time access to student informationReal-time update of student accounts

ProSAM by Sigma SystemsManaging and leveraging Financial Aid in conjunction with SAPs Campus Management


Sigma Systems, Inc.Producing best of breed financial aid solutions since the early 70sStaff comprised of financial aid and technology expertsSimilar philosophy as SAPPlatform neutralComprehensive, flexible feature set


Business Case Behind Joint SAP/Sigma SolutionComplexity of regulationsFederalStateInstitutionalFrequency of changeUnique processing cycleInterface with external agencies


SAP/Sigma IntegrationReal time interface with SAP Campus ManagementAdmissionsDemographicStudent classification / enrollmentStudent accounts receivableDivision of labor split appropriately between systems


SAP CM ResponsibilityCampus identifier assignmentEnrollment calculationsGPA calculationsClass level determinationFinancial aid specific academic progressPayment application logicMost refunding algorithms


Sigma ResponsibilityFA eligibility determinationEFC calculationOptimized award packagingEnrollment management activitiesDisbursement authorizationsFederal, State, and Loan interfacesReturn of Title IV Aid Calculations


ProSAM Design PrinciplesMeet the specialized processing needs of financial aid professionalsAllow users to define business rules that can be applied to volume processing as well as individual casesPresent modules and functions appropriate for each users responsibilitiesProvide framework for student self-service


Selected ProSAM ModulesISIR ManagementFinancial Need AnalysisFederal VerificationDocument TrackingBudgetingPackagingCorrespondenceDisbursementPell Grant ProcessingLoan ProcessingFund ManagementApplicant SummaryAuditArchiveAid HistoryReturn of Title IV *Scholarship Mgmt *

Brief ProSAM DemoAndy Sprague

Questions?Feel free to contact Andy Sprague: [email protected]@sigmasys.com


Student CorrespondenceCorrespondence automatically generated based upon different events (e.g. fee calculation, dunning steps)Can be printed or distributed electronically in multiple formats (including PDF)Correspondence history is maintained with each student, and can be re-printedSAP SmartForms used to define the layout of each type of correspondence




Graduation and AlumniGraduation and Degree Conferment creates an alumni statusConferment process is defined by each institutionConferred degrees are tracked in the Student FileAdvanced alumni campaigning can be performed in mySAP CRMStudent record and alumni record are linkedMarketing campaigns (e-mail, mail, phone) are managedAlumni relationships with high schools, employers, etc. are maintained


Conclusion: The SAP for HER Value PropositionSingle application to support entire University business cycle.Scalable for large and small institutions without loss of performance.Integrates to SAP and non-SAP technology.Truly global solution.SAP is a financially stable company with a solid, 30-year track-record of providing enterprise applications for Colleges and UniversitiesA future-proof application based on configurable processes and open standards that deliver flexibility.

Throw out other crisis quotes.We think this is the crisis in higher education. Why? Rank the problems. We have talked with many schools who recognize these issues, you probably do to, or you wouldnt be here.We can work with you to find the solutions you need.

Campus Mgmt Overview1

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