Using Integrated Electronic Processing Effectively and Efficiently at the University of Delaware John C. Cavanaugh Michele Cytron Campbell Hugh P. Campbell University of Delaware Council of Graduate Schools and Canadian Association for Graduate Studies Vancouver, December workshop/index.htm

The Context l The University of Delaware is privately chartered and state supported l Over 80 master’s and over 40 doctoral programs in seven colleges (one graduate only) l Roughly 3300 FTE graduate students l $79 million in sponsored programs expenditures l Superb information technology and support

SIS+ at UD l The University has a highly customized version of SIS+ l In use for nearly a decade l In-house customization created options and screens well beyond the “off-the- shelf” version l Office of Graduate Studies heavily involved in design and implementation then and now

Uses of SIS+ l Academic information and transcripts (back to early 1970s) l Degree audits l Course registration, enrollment, and faculty management l Admissions and financial aid (more on this later) l Housing l Billing

Integration of SIS+ l Linked to on-line course registration, telephone grade reports, all Web forms, etc. l Foundation for electronic graduate admissions process, including admissions actions, financial aid, and downloadable data files l Foundation for institutional research

Pros of SIS+ l Pros –Highly customizable –Easily integrated into other applications (downloadable files for Word/WordPerfect, Excel, etc.) –Provides many options for specific needs (e.g., applicant tracking) –Powerful system once learned –Reasonable security by screen

Cons of SIS+ l Cons –Not intuitive –Somewhat difficult to learn from scratch

Electronic Processing in Graduate Studies l A Web-based process that: –Creates an electronic file for each applicant –Seamless connection with Web application –Interfaces with GRE data tape and SIS/PLUS –Is customizable for specific department needs (e.g., to rank order applicants on certain quantifiable indicators)

Electronic Processing in Graduate Studies –Sends electronic notification to Graduate Studies and other relevant offices when admission action is taken –Has both view only and action options –Includes comment areas for notes among admission committee members –Is sensitive to unofficial transcripts or test scores

Electronic Processing in Graduate Studies –Monitors and provides separate screens for candidates with missing credentials and fee paid/unpaid –Provides ways for easy downloads in software such as Excel, Word, and Access –Eliminates the need for paper reports –Provides instant organization of applicant data

Electronic Processing in Graduate Studies –Includes numerous security controls so that faculty only see those applicants in their area of responsibility, and different levels of security for viewing and action capabilities –Promotes greater accuracy of data by making it available to viewing and checking by multiple users within the department

Electronic Processing in Graduate Studies –Includes screens for financial support –Provides flexibility in the system to meet the individual needs of departments

Implementation Timeline l September 1995: Plan for electronic processing system announced to go online in three months l January 2, 1996: Electronic system goes live; paper processing ended l Fall, 1996: Initial downloading features added

Graduate Studies Outcomes l Over 15,000 applications processed to date l No security problems l Application turn-around time now 48 hours l Significant reduction in need for part-time staff l Admissions offers out up to 6 weeks earlier

Electronic Processing in the Research Office l Office Context –$79 million in sponsored programs expenditures (FY98) –Pre- and post-award functions housed in one office –Total staff of 25; 10 directly related to research expenditures

Electronic Processing in the Research Office l Key Integrated Components –Grants Management System (GMS) »Built on Legacy Systems platforms –Project Management –Electronic dissemination of funding opportunities »Community of Science

Project Management l Grants Management System Overview –Routing sheet created –Budget development spreadsheet –Electronic routing and approval process l Campus divided into four quadrants, with each section represented by Project Management team

Project Management l Single point of contact for all aspects of a grant l Research Office staff serve as consultants for duration, file financial reports, and provide budget oversight

Pre-Award Processing l Approval process initiated by academic unit; list of approvers generated automatically; approvals made electronically l Electronic budgets l At end of approval process, status changes from “Routing” to “Pending” and notifying sent to unit l Limited to NSF Fast Lane

Post-Award Decentralization l Authority for approval delegated to colleges –Budget revisions –Equipment purchases –Journal vouchers –Project (no cost) extensions –Personnel actions l Handled electronically l Project Management staff review random transactions after the fact

Community of Science l “Marketing to a market of one” l Community of Science –Automated, customizable e- mail notification system to disseminate funding opportunity information »Works on keywords chosen by the researcher »Integrates several databases

Implementation Timeline l AY95: Designed and tested l October 1995: Pre-award system in research office l April 1996: Post-award system in research office l July 1996: Begin campus- wide rollout of pre-award system l January 1998: Begin campus- wide rollout of post-award and electronic approval processes

Research Office Outcomes l GMS used for over 75% of all proposals l Over 100 paperless proposals using Fast Lane and GMS l 578 faculty are using COS

Summary l Key to electronic services is high quality IT infrastructure and support l Careful planning essential l Integrated databases, Web forms, , etc. make it work l Input from users helps continuous improvement

Feedback and Copies Copies available at: cgs98/workshop/index.htm Send comments/questions to: John Cavanaugh Michele Campbell Hugh Campbell