Student Information System (SIS) Progress Report Presentation to the UTFAB Tuesday October 28, 2008 Chris Seng, Senior Associate Registrar

UTFAB SIS Fall 08 Presentation Agenda Project Background Improvements for Students Plans and Goals Funding October 28, 2008 UTFAB SIS Fall 08 Presentation

UTFAB SIS Fall 08 Presentation Project Background Student Information System (SIS) Software system that supports student records From Prospective students to Alumni Faculty, advisors and staff Biographic and demographic data Academic records Catalog, curriculum and class schedules Financial aid and billing records More depending on the campus and system October 28, 2008 UTFAB SIS Fall 08 Presentation

UTFAB SIS Fall 08 Presentation Project Background SIS Supports the following offices: Academic Departments Accounts Receivable Admissions Catalog and Curriculum Division of Continuing Education Graduate School Housing and Dining Services Registrar’s Office Student Financial Services October 28, 2008 UTFAB SIS Fall 08 Presentation

Improvements for Students SSN privacy RAMweb access Printable Weekly Schedule Degree audit report Registration and class schedule RamCT integration Many others… October 28, 2008 UTFAB SIS Fall 08 Presentation

Improvements for Students – SSN Use 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 October 28, 2008 UTFAB SIS Fall 08 Presentation

Improvements for Students – RAMweb 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 supported by UTF All self service and registration demands met Volume continues to grow - ~9,500 login’s/day Weekend and evening access to system October 28, 2008 UTFAB SIS Fall 08 Presentation

Jan. 06 – Start of Semester Meltdown! Why system upgrade is direly needed. October 28, 2008 UTFAB SIS Fall 08 Presentation

UTFAB SIS Fall 08 Presentation RAMweb Logins per Year Quickly… * Projected October 28, 2008 UTFAB SIS Fall 08 Presentation

UTFAB SIS Fall 08 Presentation October 28, 2008 UTFAB SIS Fall 08 Presentation

Improvements for Students –DARS Degree Audit 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 October 28, 2008 UTFAB SIS Fall 08 Presentation

UTFAB SIS Fall 08 Presentation October 28, 2008 UTFAB SIS Fall 08 Presentation

Improvements for Students –Class Schedule and Registration 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 October 28, 2008 UTFAB SIS Fall 08 Presentation

Improvements for Students –RamCT Integration Before Periodic (1-3 days) updates sent from SIS to RamCT Manual updates required in some cases Final Grades in RamCT not transported back to SIS Now Student enrollment changes in SIS sent real-time to RamCT Final grades in RamCT can be imported, as faculty determine, into SIS. October 28, 2008 UTFAB SIS Fall 08 Presentation

SIS Project: What’s Next? Software Upgrades Banner SIS 8.1 upgrade required in 2009 Huge SIS upgrade – affects all offices using system Requires significant staff time for testing DARS U.Select Operational Data Store October 28, 2008 UTFAB SIS Fall 08 Presentation

SIS Project: What’s Next? Enhancements Registration waitlist Online directory preference settings Registration error message improvements Application to graduate improvements Changes to University Class Schedule Registration Ready October 28, 2008 UTFAB SIS Fall 08 Presentation

Projected Expenses this Year (FY09) Projected FY09 expenses $493,824 Software – 47% Hardware – 7% Staffing – 43% Other 3% Actual FY 08 Last year, came within 1% of projected expenses October 28, 2008 UTFAB SIS Fall 08 Presentation

SIS Upgrade, the Checklist 1. Benefit as many students as possible All students at CSU. 2. Ability to effectively utilize the fee Your decision. 3. Not funded by CFT Check. 4. Adherence to budget and accountability Within 1% last 2 years. 5. Potential for direct student use Absolutely. 6. Effort, thought & clarity in plan 7. Quantitative usage data RAMweb usage 8. Financial co-sponsorship ~75% funded by University. 9. Central/distributed balance 10. Cost/benefit ratio October 28, 2008 UTFAB SIS Fall 08 Presentation 18

Questions Are Most Welcome Thank you for your support of this project. October 28, 2008 UTFAB SIS Fall 08 Presentation