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Transcript of Frederick Community College Electronic Transcripts Recipe for Success USM Oracle/PeopleSoft Regional...
Frederick Community CollegeFrederick Community College
ElectronicElectronic TranscriptsTranscripts
Recipe for SuccessRecipe for Success
USM Oracle/PeopleSoft Regional USM Oracle/PeopleSoft Regional conferenceconference
Coppin State UniversityCoppin State University
June 2007June 2007
Frederick Community CollegeFrederick Community College
PresenterPresenter
Beth MilesBeth Miles Enterprise Application Analyst/ProgrammerEnterprise Application Analyst/Programmer PeopleSoft, Student Records since 2001PeopleSoft, Student Records since 2001
Frederick Community CollegeFrederick Community College
Frederick Community Frederick Community CollegeCollege
Celebrating Celebrating 50th 50th anniversaryanniversary
Frederick Community CollegeFrederick Community College
OverviewOverview
How we changed our transcript How we changed our transcript process to better serve our studentsprocess to better serve our students
Included all ingredients for successIncluded all ingredients for success
Frederick Community CollegeFrederick Community College
FCC PeopleSoft HistoryFCC PeopleSoft History
Financials Financials – Went live with version 7 in 1999Went live with version 7 in 1999– Upgraded to version 7.5 in 2001Upgraded to version 7.5 in 2001– Upgraded to version 8.8 in 2005Upgraded to version 8.8 in 2005
Student Records / HR Student Records / HR – Went live with version 7.6 in 2001Went live with version 7.6 in 2001– Upgraded to version 8.0 in 2003Upgraded to version 8.0 in 2003– Upgraded to version 8.9 in October 2006Upgraded to version 8.9 in October 2006– Currently on PeopleTools version 8.47Currently on PeopleTools version 8.47
Frederick Community CollegeFrederick Community College
Transcripts at FCCTranscripts at FCC 1957 Grade records were typed on typewriter with 1957 Grade records were typed on typewriter with
carbon paper used for multiple copies carbon paper used for multiple copies 1970s “Hard Cards” were photocopied for 1970s “Hard Cards” were photocopied for
transcripttranscript– Punch cards were typed & loaded to produce stickersPunch cards were typed & loaded to produce stickers– Computerized stickers were put onto “hard cards” Computerized stickers were put onto “hard cards”
1975 Legacy system introduced 1975 Legacy system introduced – Ability to print transcripts Ability to print transcripts
2001 PeopleSoft went live2001 PeopleSoft went live– Customized transcript process to print official transcriptsCustomized transcript process to print official transcripts– 2005/2006 sent out 8509 UGRD official transcripts2005/2006 sent out 8509 UGRD official transcripts– Also send CNED transcriptsAlso send CNED transcripts
Jan 2007 went live with electronic transcriptsJan 2007 went live with electronic transcripts
Frederick Community CollegeFrederick Community College
Facts about FCCFacts about FCC UGRD students in Fall 2006 UGRD students in Fall 2006
– 4825 students enrolled4825 students enrolled 38% full time 38% full time 62% part time 62% part time
– 63% transfer majors 63% transfer majors UGRD students in Spring 2007 UGRD students in Spring 2007
– 4778 students enrolled 4778 students enrolled 35% full time35% full time 65% part time65% part time
– 61% transfer majors61% transfer majors Continuing Education for 2006 Continuing Education for 2006
– 13707 students enrolled13707 students enrolled
Frederick Community CollegeFrederick Community College
Our top 5 schools for transfer Our top 5 schools for transfer studentsstudents
Fall 2006Fall 2006– University of MarylandUniversity of Maryland– HoodHood– Mount St Mary’s UniversityMount St Mary’s University– Towson UniversityTowson University– Salisbury UniversitySalisbury University
Frederick Community CollegeFrederick Community College
35 Colleges & Universities in Maryland are receivers35 Colleges & Universities in Maryland are receivers167 schools in country are receivers167 schools in country are receivers
Allegany College of MarylandAllegany College of Maryland Anne Arundel Community College Anne Arundel Community College Baltimore City Community College Baltimore City Community College Bowie State University Bowie State University Carroll Community College Carroll Community College CC Baltimore County – CatonsvilleCC Baltimore County – Catonsville CC Baltimore County – DundalkCC Baltimore County – Dundalk CC Baltimore County – EssexCC Baltimore County – Essex Cecil Community College Cecil Community College College of Southern Maryland College of Southern Maryland Coppin State UniversityCoppin State University Frederick Community College Frederick Community College Frostburg State University Frostburg State University Hagerstown Community College Hagerstown Community College Harford Community College Harford Community College Howard Community College Howard Community College Johns Hopkins U - Professional StdJohns Hopkins U - Professional Std
Montgomery College – GermantownMontgomery College – Germantown Montgomery College – RockvilleMontgomery College – Rockville Montgomery College - Takoma ParkMontgomery College - Takoma Park Prince Georges Community College Prince Georges Community College Salisbury University Salisbury University Towson University Towson University U of MD - Baltimore CountyU of MD - Baltimore County U of MD - Baltimore Cty Grad SchU of MD - Baltimore Cty Grad Sch U of MD - College ParkU of MD - College Park U of MD - College Park Grad SchoolU of MD - College Park Grad School U of MD - Eastern ShoreU of MD - Eastern Shore U of MD - Univ College Grad SchoolU of MD - Univ College Grad School U of MD - University CollegeU of MD - University College U of MD Baltimore – NursingU of MD Baltimore – Nursing U of MD Baltimore - Records OfficeU of MD Baltimore - Records Office University of Baltimore University of Baltimore Washington College Washington College Wor-Wic Community College Wor-Wic Community College
Frederick Community CollegeFrederick Community College
Goals of new processGoals of new process
Reduce staff time to send transcriptReduce staff time to send transcript Wanted user friendly interfaceWanted user friendly interface Wanted quick and easy batch Wanted quick and easy batch
interfaceinterface Wanted data to mirror our Wanted data to mirror our
customized transcriptcustomized transcript Reduce resource costsReduce resource costs
Frederick Community CollegeFrederick Community College
Advantages of ETAdvantages of ET
Secure, data transferred via SSL or Secure Secure, data transferred via SSL or Secure FTPFTP
Quick, enter the student’s request and the Quick, enter the student’s request and the transcript is sent todaytranscript is sent today
Easy, just enter the student’s ID# and schoolEasy, just enter the student’s ID# and school Cheap, savings in resourcesCheap, savings in resources
– Each sheet of transcript paper costs almost $1.00Each sheet of transcript paper costs almost $1.00– Postage on each transcriptPostage on each transcript– Toner costsToner costs
Frederick Community CollegeFrederick Community College
Technical Technical SpecsSpecs
Frederick Community CollegeFrederick Community College
11stst page – Import Schools page – Import Schools
Download the participating schools Download the participating schools into a text file, use the ET system – into a text file, use the ET system – List senders List senders
Import the file into PSImport the file into PS
Frederick Community CollegeFrederick Community College
11stst SQR – Import the schools SQR – Import the schools
This SQR will import the downloaded This SQR will import the downloaded text file into the PS table text file into the PS table PS_FCC_ET_SCHOOLPS_FCC_ET_SCHOOL
Frederick Community CollegeFrederick Community College
22ndnd page – School page – School MaintenanceMaintenance
Can add new schools here or do Can add new schools here or do maintenance on existing schoolsmaintenance on existing schools
Frederick Community CollegeFrederick Community College
33rdrd page – Transcript entry page – Transcript entry
Enter the receiving school code, Enter the receiving school code, attention to and student’s id#. attention to and student’s id#.
Frederick Community CollegeFrederick Community College
44thth page – Export Transcripts page – Export Transcripts
Exports the selected students Exports the selected students transcripts into a text filetranscripts into a text file
Use the ET system – Upload Use the ET system – Upload Transcripts to sendTranscripts to send
Frederick Community CollegeFrederick Community College
22ndnd SQR – Create export file SQR – Create export file
This SQR will export the transcript This SQR will export the transcript data from PS_FCC_ET_STUDENTS into data from PS_FCC_ET_STUDENTS into a text filea text file
Frederick Community CollegeFrederick Community College
Audit ReportAudit Report
The SQR produces a PDF report The SQR produces a PDF report – Shows the students & transcript Shows the students & transcript
destinationdestination
Frederick Community CollegeFrederick Community College
Text fileText file
The SQR produces the text fileThe SQR produces the text file
Frederick Community CollegeFrederick Community College
Header Record “00”Header Record “00”
General demographics for studentGeneral demographics for student– Name \ AddressName \ Address– CUM GPACUM GPA– Total taken progress & earned & grade Total taken progress & earned & grade
pointspoints– Program & Hegis codeProgram & Hegis code
Frederick Community CollegeFrederick Community College
Term Record “01”Term Record “01”
Each term the student is enrolled in Each term the student is enrolled in classesclasses
Frederick Community CollegeFrederick Community College
Course record “02”Course record “02”
Each class the student was enrolled Each class the student was enrolled inin
Frederick Community CollegeFrederick Community College
Degree record “03”Degree record “03”
All degrees the student earnedAll degrees the student earned
Frederick Community CollegeFrederick Community College
Cumulative Summary “12”Cumulative Summary “12”
Totals for student, credits & GPATotals for student, credits & GPA
Frederick Community CollegeFrederick Community College
Transfer Credit “13”Transfer Credit “13”
Transfer credit for studentTransfer credit for student
Frederick Community CollegeFrederick Community College
Sent to record “07”Sent to record “07”
The school code and department The school code and department where the transcript is being sentwhere the transcript is being sent
Frederick Community CollegeFrederick Community College
Totals “99”Totals “99”
Total number of records for this Total number of records for this studentstudent
Frederick Community CollegeFrederick Community College
PS Custom recordsPS Custom records
Participating Schools RecordParticipating Schools Record
Student RecordStudent Record
Frederick Community CollegeFrederick Community College
PS Custom records cont’PS Custom records cont’
Run Control RecordRun Control Record
Frederick Community CollegeFrederick Community College
PS Custom FieldsPS Custom Fields
FCC_ET_ATTN_TOFCC_ET_ATTN_TO– 2 char - translate 2 char - translate
FCC_ET_CODE_TYPE FCC_ET_CODE_TYPE – 2 char - translate2 char - translate
FCC_ET_INST_TYPE FCC_ET_INST_TYPE – 8 char8 char
Frederick Community CollegeFrederick Community College
ChallengesChallenges
Two terms begin in same month; Jan Two terms begin in same month; Jan term and spring term begin in Januaryterm and spring term begin in January
ARTSYS cleanupARTSYS cleanup– Grading legend Grading legend – Missing courses Missing courses – GEN ED’sGEN ED’s
Hegis Codes – not current on Hegis Codes – not current on “inactive” majors“inactive” majors
Frederick Community CollegeFrederick Community College
Success Success
Staff loves itStaff loves it Saves time to process each Saves time to process each
transcript requesttranscript request Saves transcript paper & postageSaves transcript paper & postage Easy to useEasy to use
Frederick Community CollegeFrederick Community College
Questions ?Questions ?
Frederick Community CollegeFrederick Community College
ContactContact
Beth MilesBeth Miles Email address: Email address: [email protected]@frederick.edu SQRs available upon requestSQRs available upon request