Student Information System Request for FY 09 Presentation to the UTFAB Monday, February 18, 2008...
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Transcript of Student Information System Request for FY 09 Presentation to the UTFAB Monday, February 18, 2008...
Student Information System Request for FY 09
Presentation to the UTFAB
Monday, February 18, 2008
3:10-3:45 PM, Weber 202
Chris Seng, Enrollment & Access, [email protected], 1-2596
Don Hesser, Dir. Information Systems, [email protected], 1-5491
SIS Project Request 2UTFAB - Feb. 18, 2008UTFAB - Feb. 18, 2008 2
Outline
Overview – “Before” and “Now” 3-year plan Cost increases for FY 09 (next year) Total request for FY 09 (next year) Summary
SIS Project Request 3UTFAB - Feb. 18, 2008
SIS Replacement – Before and Now SSN privacy RAMweb access Registration and class schedule Delivery of financial aid Degree audit report Final grades
SIS Project Request 3
SIS Project Request 4UTFAB - Feb. 18, 2008
SSN – Privacy and Protection Before
SSN was student identification number SSN printed on all reports of student data All forms requested SSN Over 1,500 staff with access to SSN
Now CSUID replaced SSN SSN access very restricted Reports/forms don’t use SSN File scans to check for SSNs
SIS Project Request 4
SIS Project Request 5UTFAB - Feb. 18, 2008
RAMweb and ARIES Access Before
Not accessible from midnight to 7:00 am More restricted access during high demand times at
beginning and end of terms. Repeated system failures at beginning of Fall and
Spring terms Now
Hardware refresh – Your support another success All self service and registration demands met Volume continues to grow - ~9,500 login’s/day Weekend and evening access to system
SIS Project Request 5
UTFAB - Feb. 18, 2008 SIS Project Request 6UTFAB - Feb. 27, 2006 SIS/Portal Request 6
Jan. 06 – Start of Semester Meltdown!
SIS Project Request 7UTFAB - Feb. 18, 2008UTFAB - Feb. 27, 2006 SIS/Portal Request 7
RAMweb Logins per Year
635,694
1,617,705
2,902,151
3,501,047
1,857,946
2,206,159
1,201,826
268,481
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
3,500,000
4,000,000
2000 2001 2002 2003 2004 2005 2006 2007
Year
Logins
SIS Project Request 8UTFAB - Feb. 18, 2008
Registration and Class Schedule Before
System failures during peak usage times. (Preview Orientation and beginning of terms)
Class schedule separate system from Registration Data collection steps (e.g. Apply for COF) required at time of
registration rather than ahead of registration Search options limited in class schedule
Now No outages during peak times, response time is improved Class schedule and registration systems linked (find a class and
select it to register) Registration ready – Available weeks before Registration access
time for each student. Search options expanded
SIS Project Request 8
SIS Project Request 9UTFAB - Feb. 18, 2008
Delivery of Financial Aid Before
2-3 weeks for receipt of federal aid application information
Processing at CSU required several evenings Overnight process to disburse funds Another day for refund check to be processed
Now Apply in am for federal aid: awards disbursed and
and refund distributed in 2-3 days
SIS Project Request 9
SIS Project Request 10UTFAB - Feb. 18, 2008
Degree Audit (DARS)
Before Paper only Department staff only Not current with latest registration or program
changes Now
Real time/anytime. Available online for advisors AND students Foundation for graduation contracts
SIS Project Request 10
SIS Project Request 11UTFAB - Feb. 18, 2008
Final Grades
Before Bubble sheets SSN Faculty or dept staff Manual data entry for damaged grade sheets
Now Web based – Fall 07 first term 145,000+ grades needed by 2pm on due date;
only 354 not done - Outstanding Tremendous success in Fall 07
SIS Project Request 11
SIS Project Request 12UTFAB - Feb. 18, 2008
SIS Request – Next Steps
"Even if you are on the right track, you'll get run over if you just sit there."
Will Rogers
US humorist and showman (1879-1935)
SIS Project Request 12
SIS Project Request 13UTFAB - Feb. 18, 2008UTFAB - Feb. 18, 2008 SIS Project Request 13
Plans – Remainder of FY08, FY09-11 Develop ASCSU election support in RAMweb w/ARIES Explore Registration waitlist possibilities Develop WebCT to ARIES final grade interface Implement Banner 8.0 release and Oracle updates Continue to address “gaps,” including for the graduate school Implement workflows software to support document routing
and automation of manual processes Acquire and implement document management/imaging
system Parent version of RAMweb with delegated access levels Complete Grad school electronic Program of Study (eGS6) in
RAMweb and companion component in ARIESweb for staff Continue to address functionality “gaps”
SIS Project Request 14UTFAB - Feb. 18, 2008UTFAB - Feb. 18, 2008 SIS Project Request 14
Plans continued Financial Aid
Accepting awards improvements Reduce loans online Term based functionality
Accounts Receivable Improve display of student bill and transaction
Admissions online confirmation of enrollment plans “Admissions Ready” similar to “Registration Ready” Enrollment deposit Information verification Campus visit sign-up
SIS Project Request 15UTFAB - Feb. 18, 2008UTFAB - Feb. 18, 2008 SIS Project Request 15
UTFAB and SIS Project
The University has funded ~$6 million in one-time costs and over $1.5 million in annual recurring costs
UTFAB committed to the following in Fall 2003: Recurring contractual costs
5 years for the SIS upgrade (time is up this year) 3 years for the portal (through Fall 06)
Decision items for UTFAB SIS/portal funding: split 50/50
Including staffing (see next slide) Annual FY 09 budget request: $493,824
SIS Project Request 16UTFAB - Feb. 18, 2008UTFAB - Feb. 18, 2008 SIS Project Request 16
Staffing for FY 09, Split 50/50
4 professionals Portal Developer – E&A Portal Java Developer – ACNS Web Applications Specialist – IS DBA (Database Administrator) – IS
Student Web Developer – E&A
SIS Project Request 17UTFAB - Feb. 18, 2008UTFAB - Feb. 18, 2008 SIS Project Request 17
Proposal for FY 09
FY 08 (this year) $462,050 Increases for FY 09 (next year)
Software licenses $17,090 Salary/benefits $13,611 Hardware maintenance $1,073 Total (6.88%) $31,774
Total FY 09 request $493,824
UTFAB - Feb. 18, 2008 SIS Project Request 18UTFAB - Feb. 18, 2008 SIS Project Request 18
FY 09 Request - $493,824
1. Software Licenses - 51%
2. Hardware/OS - 9%
3. State Class. Staff - 38%
4. Student Staff - 2%
Request for FY 09 – Next Year
$493,824 6.88% increase 7% projected last
year Largest expense
is software Still a very
sparse budget
UTFAB - Feb. 18, 2008 SIS Project Request 19UTFAB - Feb. 18, 2008 SIS Project Request 19
UTFAB Funding Criteria1. Benefit as many students as possible All students at CSU are benefiting.
2. Ability to effectively utilize the fee Your decision.
3. Not funded by CFT Check.
4. Adherence to budget and accountability
Your decision.
5. Potential for direct student use Absolutely.
6. Effort, thought & clarity in the plan Your decision.
7. Quantitative usage data See RAMweb graphs.
8. Financial co-sponsorship 80% of total funded by the University.
9. Central/distributed balance Your decision.
10. Cost/benefit ratio Your decision.
SIS Project Request 20UTFAB - Feb. 18, 2008UTFAB - Feb. 18, 2008 SIS Project Request 20
Summary
We request your continued support of the project The UTF and student support provided the
critical impetus for the project The system is performing exceptionally well,
and meeting all demands for service We have put much more student data ‘in the
hands’ of the University Thank you for your support!