Tara Keefer – Information Technology Megan Jones – Registrar’s Office Millersville University Multi Approval Workflow for Graduation Exception Processing Tara Keefer – Information Technology Megan Jones – Registrar’s Office Megan

Project Implementation Considerations Introduction Paper Process Electronic Solution Project Implementation Considerations Megan

About Millersville University Millersville University is a member of the 14 PennsylvaniA State System of Higher Education Founded in 1855 6,980 Undergraduates 947 Graduates 550 Staff and 300 Faculty 3 Colleges offering over 150 programs Megan

PAYROLL REGISTRAR GRANTS & PARTNERSHIPS ONLINE PROGRAMS OFFICE OF STUDENT ACCOUNTS HUMAN RESOURCES EXPERIMENTAL LEARNING & CAREER SERVICES FINANCIAL AID GLOBAL EDUCATION GRADUATE PROGRAMS PURCHASING CERTIFICATION OFFICE ACCOUNTING Tara

Project Team Members Tara Keefer IT Application Manager of Auxiliary Services Megan Jones Senior Assistant Registrar and Project Sponsor Michael Dulay Director of Web Tech Services Megan

Document Management System at Millersville University Singularity for 2 years with minimal progress due to the challenges of configuring the system OnBase for 5 years Two OnBase Administrators contributing quarter time each Offices Workflows Documents Files Database Size File Storage Size 12 43 992,975 2,312,813 7 GB 261 GB Megan

To share our experience on implementing an electronic solution with Graduation Exception Processing Megan

What is Exception to Graduation? A graduation exception form authorizes the Registrar to satisfy a requirement on their degree audit. This is necessary to ensure a student can complete their program efficiently and effectively. Major/Require Related - Request courses outside of major be approved for major requirements Minor - Request courses outside of minor be approved for minor requirements Honors College - Request courses be approved for Honors College requirements General Education - Request transfer courses satisfy General Education requirements MU Academic Policy - Request to waive minimum grade requirement Megan 1,200 Forms Processed Annually

RO: Registrar’s Office Paper Process On average it takes 1 week for a student to have a degree requirement exception approved and processed on their degree audit. Periodically a student will call RO asking where their request for exception form is. RO has difficulty determining which approver has it. The form can be sent to the wrong approver or the approver is absent. The process is further delayed. The exception forms piles up on the Dean’s desk and then they are returned to the RO as a batch. The RO has to scramble to process all the exceptions which delays response time to the student. The exceptions form gets lost in interoffice mail and the RO has to find out who has it and ask them to resend it. Copies of this form are redundantly filed all over campus Paper Form Megan RO: Registrar’s Office

OnBase Solution We went live March, 2017 and thus far we have processed 500 exceptions electronically. Turnaround time can be as fast as 15 minutes which was never possible with paper. Lost exceptions are no longer possible thus avoiding delays in graduation. Only undergraduate level students who have a major declared can submit a form, therefore, no more invalid exceptions requests. Megan

DEMONSTRATION Tara

Step 1 of 7 Form Initiation from Banner Self -Service Advisor Student Department Secretary Tara step 1

Advisor

Student

Department Secretary

Step 2 of 7: Validate Student Megan Step 2

Step 3 of 7: Form Submission Online Form within Banner Self-Service Tara Step 3

Step 4 of 7: Approvals We plan on implementing single sign on to eliminate the OnBase login page. Megan Step 4

Keep the Student Informed During the Entire Process!

REMINDER NOTIFICATIONS Every day at 8AM, check to see if exception request is older than 7 days.

ADVISOR APPROVAL The Hitlist is still displaying when one document is returned using FormPop despite AutoDisplayOneDocument being set to 'true'

Keep the Student Informed During the Entire Process!

CHAIRPERSON APPROVAL

Keep the Student Informed During the Entire Process!

COLLEGE DEAN APPROVAL

Step 5 of 6: Registrar Office Processes Exception Megan Step 5

Step 6 of 6: Email Student Document EMAIL ATTACHMENT: Completed Exception Form Step 6 of 6: Email Student Document Tara Step 6

- Professor of Art and Design “Thank you, thank you, thank you. I can't begin to tell you how much time this will save me.” - Professor of Art and Design

- Professor of Education “I am sitting in College Council and just saw the electronic Exception to Graduation.  Great system!!! Love it, Love it, Love it!.... …. I love the electronic process for exceptions. I have shared it with my faculty.” - Professor of Education

- Assistant to the Provost “[Faculty Union] was very, very happy to hear about the online process, and very appreciative of the work you and Tara have done to put it into place. I don’t think I’ve ever seen them so happy at [University President and Faculty meeting], actually. Seriously!” - Assistant to the Provost

- Administrative Assistant “I wanted to send you a little note thanking you for the hard work you put into making my job a little more streamlined. The exception process has always taken a good chunk of time to process, and I am certain the transition to the electronic forms will certainly improve the experience for everyone involved!” - Administrative Assistant

PROJECT IMPLEMENTATION Tara

Project Request and Approval Project Request Form Required OnBase Modules eForms Unity Client Server Web Server Workflow

PROCESS FLOW DIGRAM

Form Design and Development Form Design Document presented to Web Team THREE forms developed for ONE form Eform hosted Banner Self-Service Unity form for workflow Unity form for student attachment Challenges with Eform jQuery and JavaScript expertise required PL/SQL Unity Forms were easy to create

Banner Integration for Form Autofill

Current Method – Banner Integration Oracle Wallet: OnBase Web Server Certificate resides on Oracle Server which allows Oracle Server to talk to OnBase Web Server. PL/SQL program reads the html file from the onbase web server. PL/SQL searches the html file for a string and replaces the string with autofill data. Student ID, Name, datasets (chair/advisor), major, minor, term code, role, if they are the advisor)

PL/SQL Package HTML Form

Form Submission From Banner Self-Service Submit form to OnBase Return to Banner Self-Service

New Method – Banner Integration No Oracle Wallet No html or JavaScript Use OnBase Form Developer (point and click) Onbase will build an encoded url that has a the Spriden ID and token valueBuild a string of the form fields and data values in Banner PL/SQL Within Banner Self-Service session develop program (JavaScript,C#,Java,PL/SQL) to generate encoded URL This URL is then a link between Banner and OnBase. By clicking this link it will open up the form and autofill it all with in your Banner Self-Service or SSO session.

Campus Rollout Project Sponsor Presentation at Dean’s Council Presented by Provost at Faculty and University President Meeting. Faculty Union Presentation Demonstration at College Councils Student Support Page Faculty Training Guide Administrative Assistance Training Guide Megan

Considerations Key to Success: Project Sponsor ownership and engagement Should have spent more time designing Workflow prior to configuring solution in Workflow Studio Several hours of work could have been saved if we used the Banner Integration with Unity Form Document can be accidentally locked due to RO keeping documents open Weekly status update meetings keep project moving forward The OnBase configuration was easy. The eform and Banner Integration consumed the most time. Tara and Megan

Excitement for the Future Change of Grade Form Graduation Application Accounting Journal Entries Tuition Waivers Change to Master Schedule Leave of Absence/Withdraw Medical Facilities Key Request Title IV Funds

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