Student Information System (SIS) Report “Moving Forward” Presentation to the UTFAB March 9, 2015 Bob Engmark, Director, Information Systems Rusty Scott, Executive Associate Director ACNS Chris Seng, Registrar Good afternoon everyone, Thank you for the invitation and opportunity to give an update. I represent many staff in this report and these are talented folks that keep student systems operations running term after term.

UTFAB SIS Spring 2015 Presentation Agenda The SIS and System Usage Long term partnership with UTFAB History and details well covered in Fall mtg Current and Future Projects Course and Graduation Planner Demo FY16 Funding Request Questions last fall we reviewed together our partnership and I won’t hit that again. I want us to be able to focus on 3 items -the coming changes -the course planning tool -the fy16 funding request 1/11/2019 UTFAB SIS Spring 2015 Presentation

Spring 2015 University Enrollment Undergraduate 21,010 Graduate 3,884 PVM 537 Employee 465 Guest 104 Online Plus 3,451 Study Abroad 239 Others 603 Total 30,293 Also 1,172 banner users and 3,024 ariesweb and then ODS. Important to highlight this affects all students Grouped this way for reporting purposes Also affects the work of 3090 who have some type of system access. 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation RAMweb logins by year Logins RamWeb: 1/1/2013-12/31/2013 – 4,092,856 Sessions (SQL Server, RamWeb Session table) 1/1/2013-12/31/2013 – 3,530,314 Sessions (Google Analytics)   1/1/2014-11/3/2014 – 3,414,132 Sessions (SQL Server, RamWeb Session table) 1/1/2014-11/3/2014 – 2,766,611 Sessions (Google Analytics) RamRecords: 1/1/2013-12/31/2013 – 55,966 Sessions (Google Analytics) 1/1/2013-12/31/2013 – 10682 Newly created RamRecords IDs 1/1/2014-11/3/2014 – 53,194 Sessions (Google Analytics) 1/1/2014-11/3/2014 – 9600 Newly created RamRecords IDs Year 1/11/2019 UTFAB SIS Spring 2015 Presentation

Summary of Recent Activities Hardware/Software Upgrades Banner upgrades Banner 8.7.x 150% Direct Loan reporting rule BDMS Hardware/server and storage INTO CSU integration with Banner Gates Grant Completion Ram Mobile – New mobile platform U.achieve – DARS upgrade U.direct – 8 semester planner Beacon – Taking stock inventory Education Advisory Board (EAB) - advisor portal Academic “Alerts”, similar to registration waitlist Bdms, 150% DL 1/11/2019 UTFAB SIS Spring 2015 Presentation

Summary of Recent Activities RAMweb and ARIESweb Security scans – acceptance and approval from bank. Veterans Benefits – automated certification form and student alert Verification of veteran form for tagging students Academic Alerts in RAMweb and ARIESweb with IPAS team Automation of Name, Date of Birth, Gender, SSN with secure file upload Selective Service confirmation in Reg ready – compliance Reviewed and tightened process around SSN usage Planned Leave, Address/Phone, QAS updates Prevent employees with CSU delivered cell phones from opting out of safety text message alerts Part of the list of items Terri and our team completed. 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation RAMmobile… ~4,500 active users ~22,600 unique users between 03/2014 – 03/2015 Top items: CSU Maps Schedule (daily view) Academic Alerts Notifications   Grade List Events list Course Overview Active user – used system in last week. Going to grow… 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation Moving Forward! Upgrades Banner to XE RAMweb Architecture User Interface RamMobile New Systems U.Direct/Course and Graduation Planner Catalog and Curriculum Canvas New Program Semester at Sea – negotiations underway to be academic partner General idea is these are primary items for 2015 for our team. Classroom Schedule, optimization and CPI Student Landing Page SaS – could be coming 1/11/2019 UTFAB SIS Spring 2015 Presentation

2015 Project List from Registrar which directly impacts Bob’s team and Rusty in ACNS. SFS, Admissions, BFS, CASA, OIP, INTO others Banner, courseleaf, certificates, Ram/ariesweb, SaS, Other

More projects in progress… Banner XE Next Major version of Student System 2-3 year implementation Module by module implementation, not all at once Catalog and Class Schedule are first modules Summer 2015 Faculty Grade Entry Fall 2015 Integration with Canvas – two way data exchange Requires upgrades to workflow, BDMS and ODS systems Registration and other modules to follow Very large project affecting ODS, BBDMS, Workflow, self service, Much testing Much staging, coordination, and queueing among several departments (not just one person takes action)   1/11/2019 UTFAB SIS Spring 2015 Presentation

Projects and Enhancements on the list… Online form/workflow for University withdrawal - underway Certificates, UG and GR , transcript, printed – underway New law, resident tuition rates for all veterans - done Transition to external provider for diploma printing - done Improve system codes for tracking veterans - done Integrate cross discipline academic unit organizations (majors not tied to a specific department or college) – stalled Electronic Major/Minor changes - stalled RamMobile; registration and student finances – down the road late ‘15 or 2016 Not an exhaustive list, numerous others… -certificates – we’ll see lots of growth in this area. -rammobile changes are on the roadmap 1/11/2019 UTFAB SIS Spring 2015 Presentation

LMS Update – Transition to Canvas! As part of the Unizin movement Timeline: Spring 2015 – 300 courses, pilot phase II Fall 2015, Spring 2016 – Complete transtion May 31, 2016 – RamCT unavailable LMS is a key consumer of SIS data Huge effort (for everyone) A better world ahead Better product for faculty and students Open platform, integrates well with ‘others’ Fall 2015, wholesale creation of classes Two way integration Grades coming back to Banner not yet completed 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation RAMweb 3-tier Architecture Changes User Interface (UI) - the web pages Business Logic (BL) - business rules and data validation Data Access (DAL) - accessing data from multiple sources Completion target, calendar 2015 Improves security and eases ongoing maintenance Design (UI) 3 “concepts” for development to be voted on by students in ASCSU elections Mobile friendly Completion target early 2016 Time for an upgrade Both the code base and UI User Interface Layer (UI) is the layer that the Students/Faculty accesses directly, i.e. the web pages. Business Logic Layer (BL) is the layer that contains the business rules and data validation, i.e. Planned Leave is not available to Graduate Students. Data Access Layer (DAL) is where the connections and access to the data sources are stored. Our environment will require two DAL’s, one for SQL Server and one for Oracle. This will centralize common data access functionality making the application secure, easier to configure and maintain. 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation Windows 8 style 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation I phone type layout 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation Column style Data and icons will be relevant for you relationship with CsU, Applicant, admit, freshman, grad student, SaS, etc These are not final styles that will be built, just trying to get your input for development direction from the elections. Sam and lance and Jason all on board with being part of vote. 1/11/2019 UTFAB SIS Spring 2015 Presentation

u.direct: Course and Graduation Planner Drag and Drop In prod Not all major maps (8 semester plans)are approved by facutly so not yet built 2015 is goal 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation Staffing UTFAB support for 5 professionals (50/50 split) RAMweb/Developer (2) – E&A Middleware/Applications Developer – ACNS Web Applications Specialist – IS DBA (Database Administrator) – IS Each department has other staff supporting SIS too Student Employee $20K allocated, ~5K used Former student, Elmahdi Omar, graduated last Fall Now fulltime with Registrar working on RAMweb Funded by University Administration Hired another staff member with funding from the administration 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation FY 16 Funding Request FY15 Total Budget $1,535,321 (UTFAB + Univ match + I.S. support) FY 15 UTFAB Support $ 657,176 Hardware/software maintenance inflation $ 8,338 Salary, Fringe and Retention increase $ 24,275 Total FY16 Request $ 689,789 Student Developer Option $ 10-15,000 Any additional costs absorbed centrally FY15 BDMS Server and Storage ~28,000 1/x from Central University matches UTFAB support hardware/software inflation – 12,184 Salary and fringe – 17,573 Retention - 10,000 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation Projected SIS Budget You asked for projections in for Fall 2013 meeting. Here is that slide for reference. * - Projected Budget 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB Funding Criteria 1. 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 5. Potential for direct student use Absolutely. 6. Effort, thought & clarity in the plan 7. Quantitative usage data Several examples 8. Financial co-sponsorship Greater than 58% of total funded by the University. 9. Central/distributed balance 10. Cost/benefit ratio No system, no class schedule, registration, grades, transcript, fin aid, etc… More than 58% funded by University 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation Summary We appreciate your continued support of the project The UTF and student support provided the original impetus for the project The SIS is critical core infrastructure The systems are performing exceptionally well and meeting all demands for service Thank you for your support! 1/11/2019 UTFAB SIS Spring 2015 Presentation

UTFAB SIS Spring 2015 Presentation Questions… are most welcome. Contact Information Katie Risheill: Katie.risheill@colostate.edu Terri Pecora: terri.pecora@colostate.edu 1/11/2019 UTFAB SIS Spring 2015 Presentation