Session #27735 March 1 st, 2010 How Can We Be More Effective and Efficient in Campus Solutions

2 Presenters Nicole Parkman, Project Manager Nicole Parkman, Project Manager The College of New Jersey Jill Palla, Account Manager Jill Palla, Account Manager CedarCrestone Inc.

3 Overview TCNJ leveraged their Campus Solutions implementation to standardize and improve business processes, where possible. In doing so, they each made significant strides toward optimizing the value of their technology investment and established structures to guide their continued success. TCNJ leveraged their Campus Solutions implementation to standardize and improve business processes, where possible. In doing so, they each made significant strides toward optimizing the value of their technology investment and established structures to guide their continued success. Effectiveness and Efficiencies are still evaluated daily as this is an ongoing process.

4 Agenda Overview of TCNJ Implementation Overview of TCNJ Implementation Evaluated Opportunities to improve BP Evaluated Opportunities to improve BP Cross Functional Items Cross Functional Items Evaluate Opportunities to identify bottlenecks Evaluate Opportunities to identify bottlenecks Use Query, Process Monitor, & Testing Use Query, Process Monitor, & Testing Questions and Comments Questions and Comments

The College of New Jersey State College in Ewing, NJ State College in Ewing, NJ Primarily undergraduate liberal arts Primarily undergraduate liberal arts Students - 5,600 FT, 330 PT, 850 graduate Students - 5,600 FT, 330 PT, 850 graduate Faculty full-time, 350 adjunct Faculty full-time, 350 adjunct Staff full-time, 125 part-time Staff full-time, 125 part-time Student Employees/GA’s - 1,300 Student Employees/GA’s - 1,300 Project Scope Project Scope Campus Solutions: Campus Community, Recruitment and Admissions, Student Records, Financial Aid, Student Financials, Academic Advising, Student and Faculty Self-Service Campus Solutions: Campus Community, Recruitment and Admissions, Student Records, Financial Aid, Student Financials, Academic Advising, Student and Faculty Self-Service

6 TCNJ Goals Go live on time and within budget Go live on time and within budget Greater Data Integrity Greater Data Integrity Team Organization: Implementation and Post-Production Team Organization: Implementation and Post-Production Improve Business Processes Improve Business Processes Standardize Processes Standardize Processes Address Cross-Functional Issues Address Cross-Functional Issues

Staffing: Organization of Teams Implementation Model Implementation Model 1 – Create Backups 1 – Create Backups 2 – Knowledge Transfer 2 – Knowledge Transfer 3 – Get the Best People on your Team 3 – Get the Best People on your Team Post Production Model Post Production Model 1 – Create Backups 1 – Create Backups 2 – Knowledge Transfer 2 – Knowledge Transfer 3 – Ongoing Support 3 – Ongoing Support

Post Implementation Very easy to get comfortable on the “lazy boy” after Go Live. Very easy to get comfortable on the “lazy boy” after Go Live. Think about Training the “managers” who are back in the office so they can (and know) they are to carry on the baton. Think about Training the “managers” who are back in the office so they can (and know) they are to carry on the baton. Don’t assume that people know what their roles are POST implementation Don’t assume that people know what their roles are POST implementation Make sure there is a clear hand off that this is no longer a PROJECT but are standard day to day operations. Make sure there is a clear hand off that this is no longer a PROJECT but are standard day to day operations. 8

9 TCNJ Business Process Improvements Use Mapping Tools: Picture Card Design PCDM Use Mapping Tools: Picture Card Design PCDM Get all interested parties in the room Get all interested parties in the room Map current business process Map current business process Look for ways to improve business process Look for ways to improve business process Figure out how BP fits into PeopleSoft Figure out how BP fits into PeopleSoft Keep track of BP Improvements Keep track of BP Improvements

10 Cross Functional Items Assign an owner to coordinate Assign an owner to coordinate Identify Cross Functional Tasks Identify Cross Functional Tasks Welcome Week Welcome Week Parent Access Parent Access Course Cancellation Course Cancellation Auxiliary Services: ID Cards, Housing, Parking, HCM, Financials, etc. Auxiliary Services: ID Cards, Housing, Parking, HCM, Financials, etc.

11 Avoid Campus Solutions Bottlenecks

12 Strategy: Evaluate Campus Community Audit Shared Tables for Standards: Audit Shared Tables for Standards: 3C’s 3C’s Service Indicators Service Indicators Monitor for Missing Addresses, s, etc. Monitor for Missing Addresses, s, etc. Ethnicity Ethnicity Citizenship Citizenship Self-Service Issues Self-Service Issues

13 Strategy: Evaluate Campus Community Auxiliary Services Auxiliary Services Identify Additional Potential End-Users Identify Additional Potential End-Users

14 Strategy: Evaluate Admissions Queries/SQRs: Queries/SQRs: Applicants Applicants Admission Decisions Admission Decisions Matriculates Matriculates Letters sent Letters sent Test Scores Loaded Test Scores Loaded Setup to Monitor Enrollment Targets Setup to Monitor Enrollment Targets AD Funnel Report AD Funnel Report

15 Strategy: AD Funnel Student Admissions > Reports > Admissions Ad Funnel

16 Strategy: AD Funnel Output

17 Strategy: Student Records Analyze errors generated by students trying to register for courses Analyze errors generated by students trying to register for courses Successful Enrollment Counts Successful Enrollment Counts Evaluate Enrollment Overrides Evaluate Enrollment Overrides Degree Checkout Progress Degree Checkout Progress Grade Roster Progress Grade Roster Progress

18 Strategy: Enrollment Errors Query: ENRL_REQ_DETAIL ENRL_REQ_DETAIL ENRL_REQ_HEADER ENRL_REQ_HEADER ENRL_MSG_LOG ENRL_MSG_LOG  Field: ENRL_REQ_DETL_STAT = E

19 Strategy: Evaluate Records

Enrollment Error Sample

Message Catalog: Enrl Engine

Message Catalog: Enrl Engine SS

Strategy: Successful Enrollment Query: Total of All Classes with Successful Enrl Query: Total of All Classes with Successful Enrl ENRL_REQ_DETAIL ENRL_REQ_DETAIL o STRM o ENRL_REQ_DETL_STAT = S ENRL_REQ_HEADER ENRL_REQ_HEADER o ENRL_REQ_SOURCE = ME, QE, SE, etc.

25 Strategy: Enrollment Overrides Sort by Class ID/Course ID Sort by Class ID/Course ID Track back if Prereqs are being overridden a lot Track back if Prereqs are being overridden a lot Track if Permissions are being overridden a lot Track if Permissions are being overridden a lot Stay in touch with Academic Departments to determine if prereqs/permissions are correct Stay in touch with Academic Departments to determine if prereqs/permissions are correct

26 Strategy: Overrides Query the number of overrides on enrollment request details for a term Query the number of overrides on enrollment request details for a term PS_ENRL_REQ_DETAIL record PS_ENRL_REQ_DETAIL record

Overrides To Query

Sample Overrides Query

29 Strategy: Graduation Clearance Query PS_ACAD_PROG record  PROG_ACTION = DATA  ACTION_REASON= GRAD  DEGR_CHECKOUT_STATUS  ACTION_DT or EFFDT Idea: Use ‘Between’ feature in Query to select a date range – for instance determine when graduation applications are first accepted and end date.

30 Strategy: Degree Checkout DEGR_CHECKOUT_STATUS values: PS_ACAD_PROG. DEGR_CHECKOUT_STATUS values:

Sample Degree Checkout Query

32 Strategy: Grade Rosters Query: GRADE_RSTR_TYPE Query: GRADE_RSTR_TYPE  GRADING_STATUS = POST  GR_APPROVAL_STATUS = o APPR (Approved) o NRVW (Not Reviewed) o RDY (Ready)

Sample Grade Roster

34 Strategy: Evaluate Advising SAA_ADB% can be queried to calculate the number of AA Reports processed SAA_ADB% can be queried to calculate the number of AA Reports processed New Plans added but advising rules not written: check new majors, minors, etc. New Plans added but advising rules not written: check new majors, minors, etc. Students in Self-Service are unable to see AA Report because not initially run Students in Self-Service are unable to see AA Report because not initially run Transfer Credit – number of days from the time transcript received to articulate coursework Transfer Credit – number of days from the time transcript received to articulate coursework

Analysis Database Records

SAA_ADB_REPORT

37 Strategy: Evaluate Financial Aid ISIR Loads ISIR Loads Verification/Corrections Verification/Corrections Awarding Awarding Pell Reconciliation Pell Reconciliation DL Reconciliation DL Reconciliation

38 Strategy: Evaluate Financial Aid ISIR Load: Financial Aid  File Management  Review CPS/NSLDS Transactions

39 Strategy: Evaluate Financial Aid Verification: Financial Aid  File Management  ISIR Corrections  View Outbound Files

40 Strategy: Evaluate Financial Aid Awards: Financial Aid  Awards  Mass Packaging  View Mass Packaging Summary

41 Strategy: FA Reconciliation Direct Loan Reconciliation (many) Direct Loan Reconciliation (many) FA  Loans  DL Reconciliation  Disbursement Status Report (big) FA  Loans  DL Reconciliation  Disbursement Status Report (big) FA  Loans  DL School Account Summary  Reconciliation Report FA  Loans  DL School Account Summary  Reconciliation Report FFELP (many) FFELP (many) FA  Loans  CommonLine Reconciliation  CL4 EFT FA  Loans  CommonLine Reconciliation  CL4 EFT FA  Loans  CommonLine Reconciliation  Loans on Hold Report FA  Loans  CommonLine Reconciliation  Loans on Hold Report Pell Reconciliation (many) Pell Reconciliation (many) FA  Pell Payment  Origination Reports  Origination Status FA  Pell Payment  Origination Reports  Origination Status FA  Pell Payment  Origination Reports  Records with No Origination (look for non-cancelled awards) FA  Pell Payment  Origination Reports  Records with No Origination (look for non-cancelled awards) FA  Pell Payment  Disbursement Reports  Disbursement by Status FA  Pell Payment  Disbursement Reports  Disbursement by Status

42 Strategy: Student Financials How many invoices/bills were generated How many invoices/bills were generated How many refunds How many refunds How many students were tuition calculated How many students were tuition calculated

43 Strategy: Student Financials Student Financials  Tuition and Fees  Tuition Calculation  Review Fees After Calculation  Review Calculation Messages  Review Fees Prior to Posting  Calculate Batch Tuition  Fees After Calculation Report  Fees Prior to Posting Report  Tuition Calc Error Report

44 Strategy: Student Financials Student Financials  Charges and Payments  Group Processing  Create Group Data Entries  Review Transactions  Review Suspended Transactions  Review Posting Info  Posting Reports

45 Strategy: Student Financials Student Financials  Bill Customers  Review Printed Invoice  Student Bills  Pending To Bill Items  Review Invoice  Student Invoice Summary

46 Strategy: Student Financials Student Financials  Refunds  Review Student by ID  Review Student by Date  Reports  Reports  Refunds by Date  Completed Refunds by Date  Open Refunds  Individual Refunds  Process Batch Refunds  Process Batch Refunds  Review Batch Refunds

47 Strategies: Evaluate Queries Who is writing queries Who is writing queries Who is running queries Who is running queries Who needs help with queries Who needs help with queries

48 Strategies: Process Monitor Identify list of key jobs and find out what jobs are being run and how often Identify list of key jobs and find out what jobs are being run and how often Understand how jobs are used on your campus – not used the same everywhere Understand how jobs are used on your campus – not used the same everywhere Adm Application, Test Scores, ISIR Loads, Billing, Collections, Transcripts, etc. Adm Application, Test Scores, ISIR Loads, Billing, Collections, Transcripts, etc.

Sample Process Monitor

50 Testing Request Signoff Request Signoff Who has problems after patches and fixes Who has problems after patches and fixes Know who isn’t testing and who gets lucky Know who isn’t testing and who gets lucky

51 Questions & Contacts Nicole Parkman Project Manager The College of New Jersey Jill Palla Account Manager CedarCrestone, Inc.

This presentation and all Alliance 2010 presentations are available for download from the Conference Site Presentations from previous meetings are also available