#watitis2014 watitisconf.uwaterloo.ca Tracey Sinclair and Joanne Voisin December 3, 2014

#watitis2014 Oracle PeopleSoft Campus Solutions Western, McMaster, Ryerson, Queen’s, Calgary, SFU, McGill, Concordia University of Waterloo’s Student Information System Authoritative student record database Query and reporting tools Self-service What is Quest

#watitis2014 Current environment (December 2014) PeopleSoft Campus Solutions 9.0 PeopleTools Bundle #33 Oracle 11g About Quest

#watitis2014 IST (13) Registrar’s Office (22) Centre for Extended Learning (2) Graduate Studies Office (7) Finance (1) Institutional Analysis and Planning (2) SIS Team

#watitis investigation of replacement for VM system decision to buy PeopleSoft SA incremental go-live with admissions, student awards, student records, student finance upgrade to version upgrade to version ‘Continuous Release’ History

#watitis2014

Logins - Week

#watitis2014 Logins - Year

#watitis2014 Interfaces Quest Athletics FinanceHousing LearnOUACOSAP EDI OnBase Co-op WatIAM HR Banks WatCard Library Co-op = Co-operative EducationCo-op = Co-operative Education EDI = Electronic Data Interchange of TranscriptsEDI = Electronic Data Interchange of Transcripts OUAC = Ontario Universities’ Application CentreOUAC = Ontario Universities’ Application Centre

#watitis2014 Database of world-wide schools Provided by OUAC Over 120,000 including high schools and universities Status in Canada records Student Visa, Permanent Resident, Canadian Citizen Over 7,500 supporting documents upload in self- service since May 2014 Emergency contact information Self-service declaration for applicants and students Campus Community

#watitis2014 Campus Community Self-service

#watitis2014 Ontario Universities’ Application Centre (OUAC) loads Files can contain from 1,000 to over 120,000 lines of data (person, application program, education) Document uploads for applicants in self-service Significantly improves time from application to decision Additional/Supplementary Information Forms Generation of decision letters Offers of Admission Denys/refusals Admissions

#watitis ,000 applicants 60,000 applications 40,000 documents uploaded 30,000 offers of admission Admission Statistics

#watitis2014 Document Upload Page

#watitis2014 View Decision and Offer Page

#watitis2014 Term date setup, program/plan setup Course selection “schedule of courses” Term activation Course selection appointments Self-service course selection Creation of schedule of classes Block enrollment Student self-service enrollment

#watitis2014 Program/plan changes Grading Academic Progression rules created, updated and run Academic Advisement rules created, updated and reports run Graduation coding

#watitis ,000 students enrolled 8,000 degrees awarded 11,000 classes scheduled 20,000 official transcripts printed Records Statistics

#watitis2014 Records Self-service

#watitis2014 Records Self-service

#watitis2014 Records Self-service

#watitis2014 Records Self-service

#watitis2014 Records Self-service

#watitis2014 Diploma and program production Graduation

#watitis2014 OSAP interface between Quest and the Ministry of Training, Colleges and Universities Upload and download data files with the Ministry daily Electronically deposit OSAP funds directly to students bank accounts Awarding and disbursing of financial aid to students By manual entry and batch processing of csv file uploads Using app engine and cobol processes Needs analysis Need is met by our automated bursary process Financial Aid

#watitis2014 Undergraduate OSAP paid out: over $132,000,000 Bursaries: $19,000,000 Scholarships/Awards: $20,200,000 Graduate Scholarships/Awards/Bursaries: $80,000,000 Teaching & Research Assistantships: $16,900,000 Total Grad Student Income: $97,000,000 Financial Aid Statistics

#watitis2014 Financial Aid Self-service

#watitis2014 Financial Aid Self-service

#watitis2014 Electronic information available online Student account information, including fees owing and payments Promissory note to arrange payment of fees by applying financial aid Tax receipts, including T2202A and donation receipt Electronic bank payments to pay fees

#watitis2014 University Statistical Enrolment Report (USER) Ministry of Training, Colleges and Universities (MTCU) collects enrolment data on students studying in Ontario universities on a term basis Used to provide enrolment-based operating grant funding Understand trends in post-secondary enrolments and programs, including planning, evaluation and monitoring activities Government Reporting

#watitis2014 Roles and permission lists Row-level security Manual addition of roles for staff Setup of instructors and advisors Daily role allocation for applicant and student self-service roles Integrated with WatIAM Security

#watitis2014 Some examples: Reporting XML Publishers Web Services Query PS/nVision Integration Broker Component Interface Security Administration Performance Monitor PeopleTools

#watitis2014 Transcript orders in self-service Enrollment verification forms in self-service Apply to graduate in self-service Application for admission online (grad) Workflow and forms builder Research tracking and thesis management Graduation tracking Faculty centre New user interface On the Horizon

#watitis2014