Student Information System Request for FY 09 Presentation to the UTFAB Monday, February 18, :10-3:45 PM, Weber 202 Chris Seng, Enrollment & Access, Don Hesser, Dir. Information Systems,

SIS Project Request 2 UTFAB - Feb. 18, Outline Overview – “Before” and “Now” 3-year plan Cost increases for FY 09 (next year) Total request for FY 09 (next year) Summary

SIS Project Request 3 UTFAB - Feb. 18, 2008 SIS Replacement – Before and Now SSN privacy RAMweb access Registration and class schedule Delivery of financial aid Degree audit report Final grades SIS Project Request 3

4 UTFAB - Feb. 18, 2008 SSN – Privacy and Protection Before  SSN was student identification number  SSN printed on all reports of student data  All forms requested SSN  Over 1,500 staff with access to SSN Now  CSUID replaced SSN  SSN access very restricted  Reports/forms don’t use SSN  File scans to check for SSNs SIS Project Request 4

5 UTFAB - Feb. 18, 2008 RAMweb and ARIES Access Before  Not accessible from midnight to 7:00 am  More restricted access during high demand times at beginning and end of terms.  Repeated system failures at beginning of Fall and Spring terms Now  Hardware refresh – Your support another success  All self service and registration demands met  Volume continues to grow - ~9,500 login’s/day  Weekend and evening access to system SIS Project Request 5

UTFAB - Feb. 18, 2008 SIS Project Request 6 UTFAB - Feb. 27, 2006 SIS/Portal Request 6 Jan. 06 – Start of Semester Meltdown!

SIS Project Request 7 UTFAB - Feb. 18, 2008UTFAB - Feb. 27, 2006 SIS/Portal Request 7 RAMweb Logins per Year

SIS Project Request 8 UTFAB - Feb. 18, 2008 Registration and Class Schedule Before  System failures during peak usage times. (Preview Orientation and beginning of terms)  Class schedule separate system from Registration  Data collection steps (e.g. Apply for COF) required at time of registration rather than ahead of registration  Search options limited in class schedule Now  No outages during peak times, response time is improved  Class schedule and registration systems linked (find a class and select it to register)  Registration ready – Available weeks before Registration access time for each student.  Search options expanded SIS Project Request 8

9 UTFAB - Feb. 18, 2008 Delivery of Financial Aid Before  2-3 weeks for receipt of federal aid application information  Processing at CSU required several evenings  Overnight process to disburse funds  Another day for refund check to be processed Now  Apply in am for federal aid: awards disbursed and and refund distributed in 2-3 days SIS Project Request 9

10 UTFAB - Feb. 18, 2008 Degree Audit (DARS) Before  Paper only  Department staff only  Not current with latest registration or program changes Now  Real time/anytime.  Available online for advisors AND students  Foundation for graduation contracts SIS Project Request 10

SIS Project Request 11 UTFAB - Feb. 18, 2008 Final Grades Before  Bubble sheets  SSN  Faculty or dept staff  Manual data entry for damaged grade sheets Now  Web based – Fall 07 first term  145,000+ grades needed by 2pm on due date; only 354 not done - Outstanding  Tremendous success in Fall 07 SIS Project Request 11

SIS Project Request 12 UTFAB - Feb. 18, 2008 SIS Request – Next Steps "Even if you are on the right track, you'll get run over if you just sit there." Will Rogers US humorist and showman ( ) SIS Project Request 12

SIS Project Request 13 UTFAB - Feb. 18, 2008 SIS Project Request 13 Plans – Remainder of FY08, FY09-11 Develop ASCSU election support in RAMweb w/ARIES Explore Registration waitlist possibilities Develop WebCT to ARIES final grade interface Implement Banner 8.0 release and Oracle updates Continue to address “gaps,” including for the graduate school Implement workflows software to support document routing and automation of manual processes Acquire and implement document management/imaging system Parent version of RAMweb with delegated access levels Complete Grad school electronic Program of Study (eGS6) in RAMweb and companion component in ARIESweb for staff Continue to address functionality “gaps”

SIS Project Request 14 UTFAB - Feb. 18, 2008 SIS Project Request 14 Plans continued Financial Aid  Accepting awards improvements  Reduce loans online  Term based functionality Accounts Receivable  Improve display of student bill and transaction Admissions  online confirmation of enrollment plans  “Admissions Ready” similar to “Registration Ready”  Enrollment deposit  Information verification  Campus visit sign-up

SIS Project Request 15 UTFAB - Feb. 18, 2008 SIS Project Request 15 UTFAB and SIS Project The University has funded ~$6 million in one-time costs and over $1.5 million in annual recurring costs UTFAB committed to the following in Fall 2003:  Recurring contractual costs 5 years for the SIS upgrade (time is up this year) 3 years for the portal (through Fall 06) Decision items for UTFAB  SIS/portal funding: split 50/50 Including staffing (see next slide) Annual FY 09 budget request: $493,824

SIS Project Request 16 UTFAB - Feb. 18, 2008 SIS Project Request 16 Staffing for FY 09, Split 50/50 4 professionals  Portal Developer – E&A  Portal Java Developer – ACNS  Web Applications Specialist – IS  DBA (Database Administrator) – IS Student Web Developer – E&A

SIS Project Request 17 UTFAB - Feb. 18, 2008 SIS Project Request 17 Proposal for FY 09 FY 08 (this year)$462,050 Increases for FY 09 (next year)  Software licenses$17,090  Salary/benefits$13,611  Hardware maintenance$1,073  Total (6.88%)$31,774 Total FY 09 request$493,824

UTFAB - Feb. 18, 2008 SIS Project Request 18 UTFAB - Feb. 18, 2008 SIS Project Request 18 Request for FY 09 – Next Year $493,824  6.88% increase  7% projected last year Largest expense is software Still a very sparse budget

UTFAB - Feb. 18, 2008 SIS Project Request 19 UTFAB - Feb. 18, 2008 SIS Project Request 19 UTFAB Funding Criteria 1. Benefit as many students as possible All students at CSU are benefiting. 2. Ability to effectively utilize the feeYour decision. 3. Not funded by CFTCheck. 4. Adherence to budget and accountability Your decision. 5. Potential for direct student useAbsolutely. 6. Effort, thought & clarity in the planYour decision. 7. Quantitative usage dataSee RAMweb graphs. 8. Financial co-sponsorship80% of total funded by the University. 9. Central/distributed balanceYour decision. 10. Cost/benefit ratioYour decision.

SIS Project Request 20 UTFAB - Feb. 18, 2008 SIS Project Request 20 Summary We request your continued support of the project  The UTF and student support provided the critical impetus for the project  The system is performing exceptionally well, and meeting all demands for service  We have put much more student data ‘in the hands’ of the University Thank you for your support!

SIS Project Request 21 UTFAB - Feb. 18, 2008 SIS Project Request 21 Questions… are most welcome.