Student Information System (SIS) Report Presentation to the UTFAB Tuesday March 8, 2011 Bob Engmark, Director, Information Systems Rusty Scott, Associate Director ACNS Chris Seng, Senior Associate Registrar

UTFAB SIS Spring 11 Presentation Agenda SIS Overview Recent Activities Projects Ahead FY12 Funding Request Questions 5/29/2019 UTFAB SIS Spring 11 Presentation

UTFAB SIS Spring 11 Presentation Included in the SIS: ARIES – The Student Information System Catalog, Class Schedule, General Person, Admissions, Billing, Financial aid, Student term records, Academic History, Graduation, Faculty, Advisor, Self Service Document Imaging Workflow Degree Audit Reporting System Reporting system & database International Student System Campus Loan Management ARIESweb – Faculty and Staff self-service RAMweb and RamRecords – Student and former student self-service 5/29/2019 UTFAB SIS Spring 11 Presentation

Offices Supported by Student System All Academic Departments Admissions Bus & Financial Services Accounts Receivable CASA Catalog and Curriculum Division of Continuing Education Graduate School Institutional Research Registrar’s Office Student Financial Services Summer Session Office 5/29/2019 UTFAB SIS Spring 11 Presentation

UTFAB SIS Spring 11 Presentation Who Uses the SIS? Students AY 2010/11– 67,331 Faculty, staff & advisors - 2,700 Alumni RamRecords Accounts – 54,384 Applications in 2010– 38,331 5/29/2019 UTFAB SIS Spring 11 Presentation

SIS Overview – System Usage People in system – 719,204 Students Spring 2011 Census – 28,329 RAMweb logins, 2010 – 3,894,939 ARIESweb logins 09/10 - 833,831 Grades input for Fall 2010 - ~ 128,000 Sections Fall 2010 of classes – 7,101 Major changes processed 09/10 - 14,074 Financial Aid disbursed 09/10- ~$235,000,000 Official Academic Transcripts produced 09/10 - 36,010 Degree Audits run RAMweb/ARIESweb 09/10 – 189,662 Document pages imaged – 1,706,010 3/8/2011 UTFAB SIS Spring 11 Presentation

RAMweb logins by year RAMweb increase result of electronic billing implementation, waitlist, more students, other new functionality…

Summary of Recent Activities Implementation of online registration waitlist Email to students when space is available and opt in for text message notification RAMweb and ARIESweb self service Details Email notifications sent # of Students receiving notifications # of students registered from waitlist # of seats filled Fall 2010 16,298 7,201 6,049 10,604 Spring 2011 17,810 7,868 6,798 11,768 Quickly. 5/29/2019 UTFAB SIS Spring 11 Presentation

Summary of Activities – 2 RAMweb ASCSU election support Expanded curriculum display in transcript Textbook information available during registration COF updates Concurrent Enrollment (High School Students) Web service to display student weekly schedule in ARIESweb Added credit hour and instructor information to My Weekly Schedule Student Insurance updates for Registration Ready for Fall 2011 Maintenance of alerts, registration and COF changes ARIESweb “My Weekly Schedule” graphical display added Viewing of imaged documents Implemented access to student ID photos in ARIESweb for advisors and staff Waitlist information for faculty and advisors 5/29/2019 UTFAB SIS Spring 11 Presentation

Summary of Activities – 3 System Upgrades Banner and Oracle upgrades, patches, bug fixes Financial Aid regulatory updates College Opportunity Fund Quality Address Software Server upgrade RAMrecords (former students) ID generation tool Redesign of login process and self help format Miscellaneous student services RAVE alert data transfer rewrite Lynda.com integration & reporting Integration with new Ereserve system Grade transfer in/out of RamCT GradesFirst Advising data integration for Athletics Enforced Prerequisites, In-Progress courses 5/29/2019 UTFAB SIS Spring 11 Presentation

UTFAB SIS Spring 11 Presentation Projects Ahead RAMweb Enable self service for directory preferences Electronic request for major, minor (field of study) changes Collect Local Address info SSO from RAMweb to ramsmail Catch invalid text message phone numbers and notify student via alert Catch invalid driver’s license numbers and notify student via alert (and possibly a hold?) ARIESweb Electronic grade changes for instructors Last date of attendance for grades of “U” and “F” Changes to protect DOB, Gender, Ethnicity, Race for employees Replace old ethnicity with new federal reporting values 5/29/2019 UTFAB SIS Spring 11 Presentation

UTFAB SIS Spring 11 Presentation Projects Ahead - 2 System upgrades (Ongoing effort!) Reporting database DARS application to u.achieve Banner (Project Horizon) SIS integration with RamCT replacement Further expansion of document imaging and workflow in the Graduate School, International Office and other areas Scanning and indexing of 5,300 graduate student files Program of study workflow process likely later in the year Collaboration with Admissions and International Office for graduate application process 5/29/2019 UTFAB SIS Spring 11 Presentation

UTFAB SIS Spring 11 Presentation Projects Ahead - 3 Parent RAMweb Provide students the ability to grant access to a parent/guardian billing info Grades report Transcripts Create better communication channels with parent/guardian Other projects Redesign main page to eliminate scrolling Create ‘Graduation Ready’ checklist for undergrads New Class Schedule interface Electronic Transcripts 5/29/2019 UTFAB SIS Spring 11 Presentation

Transfer Equivalency System (T.E.S) Needed now more than ever due to demand for transcript evaluation growth 16,600 transcripts evaluated annually, 47% increase in 2 years Provides side by side course comparisons from other institutions to CSU courses TES prompts CSU staff when to reevaluate changed courses from other institutions TES database of 48 million college courses Annual subscription service fee Hosted by vendor, no software to install Last 2 years 91,000 catalog rules built in DARS from course reviews 5/29/2019 UTFAB SIS Spring 11 Presentation

UTFAB SIS Spring 11 Presentation FY 12 Funding Request FY11 Total SIS Budget $1,326,780 (UTFAB + Univ match + I.S. support) FY 11 UTFAB Support $ 506,166 maintenance Savings from server upgrade $ (12,123) Software maintenance inflation $ 26,921 Add Transfer Equivalency System $ 14,993 Total FY12 Request $535,957 All additional costs absorbed centrally University matches UTFAB support Notes re budget New agreement with oracle that could lead to lower maintenance costs State level negotiations with SGHE in effort to reduce annual inflaction costs of 7%. Hopeful for next year FY 11 total budget combines three components. Conservative as functional unit costs not represented. 5/29/2019 UTFAB SIS Spring 11 Presentation

Projected Expenses this Year (FY12) Projected FY12 expenses $535,957 Software – 58% Hardware – 3% Staffing – 38% Other – 1% 5/29/2019 UTFAB SIS Spring 11 Presentation

UTFAB SIS Spring 11 Presentation Staffing for FY10, Split 50/50 5 professionals RAMweb/Developer (2) – E&A Middleware/Applications Developer – ACNS Web Applications Specialist – IS DBA (Database Administrator) – IS Student staff – E&A Critical to preserve these staff, due to cuts in other areas 5/29/2019 UTFAB SIS Spring 11 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 60% of total funded by the University. 9. Central/distributed balance 10. Cost/benefit ratio 3/8/2011 UTFAB SIS Spring 11 Request

UTFAB SIS Spring 11 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! 5/29/2019 UTFAB SIS Spring 11 Presentation

UTFAB SIS Spring 11 Presentation Questions… are most welcome. 5/29/2019 UTFAB SIS Spring 11 Presentation